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Don't worry about 

  • whether documentation already exists
  • whether a function is built out in FOLIO
  • duplicating a documentation need if it overlaps in different categories

We can figure that out as we go from the list. Just put down what comes to mind where you think it might fit!

App-Specific Documentation


  1. Create a User
  2. Delete a User
  3. Change a user's barcode
  4. Renew an item on loan to a user
  5. Add / Delete Blocks
  6. How to change passwords for staff
  7. How Patron expiration dates work
  8. How to add service points to users
  9. How to add permissions to users
  10. How Inactive / Active Statuses work, what they do
  11. How do Custom Fields work - for statistical purposes
    1. examples from adopting institutions - what they've added and how they're used
  12. Waiving a fee/fine
  13. Refunding a fee/fine
  14. Accepting payment for a fee/fine
  15. Setting up a proxy relationship between two users
  16. How to anonymize loans in users - the manual commands
  17. In-App reports - what's available, when you might run them, what's required


  1. How item statuses work
    1. Outline of the three part model so people know what's coming
      1. Item State in FOLIO
  2. How to change an item to ____ status
    1. Protections on item statuses
    2. Missing item statuses - adding notes
  3. How to record item damage
  4. How to search in inventory
    1. How to do CQL queries in Inventory - esp. examples of searches.
  5. How to find item histories
    1. When you might go to Inventory vs Circ Log vs. LDP
  6. How to edit / update item notes
  7. How to edit / update check in and check out notes
  8. How you can find an item in Inventory and then request it for a patron
  9. Change an item barcode
  10. In-App reports - what's available, when you might run them, what's required


  1. Intro to Courses -
    1. how people might use them for different workflows
    2. examples from adopters
  2. Create a course
    1. Existing documentation -
  3. Create a course with cross-listings
  4. Find a list of items on reserve for a course
  5. Considerations for loan types and the course reserve items - how it works w/inventory
  6. Considerations for temporary locations and course reserves - how it works
  7. Integrations with outside systems - ARES, LTI, etc.
    1. LTI: Course Reserves - LTI connectivity
  8. Processing status in Courses - How to use/setup? - examples from adopters
    2. examples from adopters needed
  9. Copyright Information in Courses
  10. In-App reports - what's available, when you might run them, what's required


  1. How to request an item (place/process holds, pages, recalls)
  2. How requests work for on-campus versus remote storage
  3. How to run a page report
  4. How to change a request pickup location
    1. what's possible when, depending on request status
  5. How to cancel a request
  6. How to run a daily unfilled requests report
  7. How to reorder a request queue
  8. In-App reports - what's available, when you might run them, what's required


  1. How anonymizing loans works if you do it in check in
  2. How checking in works for items with multiple pieces
  3. How to backdate a check-in
  4. In-App reports - what's available, when you might run them, what's required


  1. How to loan to someone who is borrowing with a proxy relationship
  2. How check out works for items with multiple pieces
  3. How to change a loan due date
  4. How to override blocks
  5. In-App reports - what's available, when you might run them, what's required

Circulation Log

  1. Why you would use the circulation log vs. other FOLIO features
    1. troubleshooting scenarios where the circ log would be used
    2. what data is in the circ log and what data isn't
  2. How to interpret circ log records that have proxy relationships
  3. How anonymized data looks in the circ log
  4. Look for notice information
  5. Look at fee/fine information by service point

Cross-App Workflows

  1. When an item has been in transit for too long
  2. Declaring an item claim returned
  3. Things that have been missing for a long enough time that you've given up hope
  4. On-the-fly / Fast Add record creation, loaning items, considerations for use (Inventory vs. Courses vs. Check Out)
  5. Handling fines - declared lost, aged to lost
  6. Handling lost and paid items
  7. Managing Patron Blocks - set up on users - how they work, how to override
  8. Remote Storage - how that works 

Settings and Circulation Rules

  1. Tags and how they work, plans for future development, suggestions for scenarios where they might be helpful
  2. How to create permission sets
    1. Settings - Users - Permissions Sets
  3. Calendars - how to set up dates / times, how exceptions work
  4. Managing Patron blocks - automatic - how they work, how to override
  5. Configuring Remote Storage settings
  6. What areas in Settings RA people might need to care about (esp. things not in Settings areas clearly labeled as RA Apps) - e.g., material types and loan types being in Inventory, patron groups are in Users, fee/fines in Users
  7. Is there an order of setting up? with what to go first? What needs to be there to then configure e.g. circ rules?
    1. Examples from institutions on how they did their configurations

Behind The Scenes Stuff To Know / Tips for Implementation

  1. Information about Inventory Structure - e.g., a diagram of instance / holdings / item relationships, Marc SRS vs. Inventory-born records - to help with learning more about the app
  2. How user permissions work
    1. Introduction to FOLIO Permissions
  3. How do overdue fines work?
  4. How do lost item charges work? 
  5. How does anonymization work?
    1. what is anonymized? 
    2. when done manually
    3. when done through settings
  6. What are Service Points and how do they work?
    1. difference between primary and secondary service point
    2. Settings - Tenant - Service points
  7. The Location System in general
    1. How to understand temporary and permanent locations
    2. how it can be used in circulation rules
  8. How to understand temporary and permanent loan types
  9. Custom Fields - what apps have them, how they work, examples from adopters
  10. Which fields have in our apps have limits on them and what those limits are
  11. What fields in our apps can be searched on through the FOLIO UI, and what fields can't
  12. Things to consider when deciding how to write circulation rules
    1. How the fallback policy works
    2. How prioritization works
    3. Special characters and indentations
    4. Sample circulation rule sets from adopters
  13. What happens w/circulation rules and policies if you change item information after an item is loaned (e.g., change a loan type for an item that is checked out)
  14. What happens if/when you delete a circulation rule?
  15. What happens if/when you delete a policy - loan, request, notice, lost items, overdue policies? 
  16. What happens when a patron's affiliation changes - eg., existing loans under the old group, new loans under the new group?
  17. How do scheduled notices work when they run on day intervals
  18. How do scheduled notices work when they run on hour or minute intervals
  19. What triggers different kinds of notices – all of the different kinds of patron notices available
  20. How do staff slips work? how do you format them? 
  21. Tips for troubleshooting patron notice delivery
  22. Tips for troubleshooting staff slips
  23. How FOLIO can work with patron requests / accounts in different discovery layers (EDS, VuFind, Blacklight, etc.)
  24. How FOLIO can work with self-check stations - which ones have already been implemented at libraries, tips for integration and implementation
    1. has more administrator level documentation - well written, kudos to Michelle Suranofsky

Workarounds for not-yet-completed workflows

  1. Using service points and locations to manage sending items between circ and tech services (bc of limited item statuses)
  2. Workarounds for delivery requests (since it's implemented without a designated delivery service point)
  3. Tips for managing replies to patron notices with multiple libraries but only one configurable reply-to address
  4. Problems with notices (before reprinting notices is available)
  5. Manually managing claim returned items (before functionality is fully available)
  6. How to manage with not having machine sortable call numbers 
  7. Workarounds for Remote Storage workflows (varies depending on what remote storage system an institution is using)
  8. Deleting a loan (currently only possible through an API - the UXPROD for it is Cancelling a loan - UXPROD-90 - Getting issue details... STATUS )
  9. Handling title level requests (since as of Feb 2021 only item-level requesting exists)
  10. How to delete a user record via API (until UXPROD-2388 - Getting issue details... STATUS is implemented)
  11. How to do a bulk change of due dates
    1. using API
    2. intersections with notices 
  12. Handling offline checkouts


Guide to Reporting Documentation

  1. What exactly is the LDP and why would you want to use one?
  2. What canned SQL queries are available for the LDP and when you might use them?
  3. What data is available in the LDP?
  4. How to create custom tables in your local LDP
  5. How do you connect to your LDP
  6. How quickly does data move from your FOLIO environment to the LDP
  7. Suggestions for how to modify the canned SQL queries

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