Does the User Already Have an Account?

Registering - New User Wizard

If you're registering several users who have the same contact information, e.g. a family with multiple kids, you can save time by using the Copy existing user... helper or the Copy User wizard after saving the initial account information.

User Barcode and Alt ID Guidelines

User barcodes must follow some basic rules for things to work properly in the system:

1. Barcodes should be 14 digit numbers starting with a 2 and the library's state-assigned prefix. For example, MADISON's prefix is 9539 and so all Madison users should begin with 29539.
   
2. Barcodes should not contain spaces or special characters.
   
3. Only system users (like missing or display) should contain letters.
   
4. Adding an Alt ID can make it easier for users and library staff to search. Alt IDs can use letters or numbers. However, Alt IDs must be unique (no duplicates) in the entire MSC.
   
5. Barcodes that do not follow these rules may be changed if they cause reporting or system issues. 

Your library's prefix can be found in the ASPeN Library Directory page for your library. 

Tip for Schools:  Alt IDs must be unique and many schools in the MSC have identical student ID numbering systems.  Using a student number as an Alt ID may result in some students being able to use it while other students cannot. Open a ticket for suggestions on other solutions for schools/student IDs.

User Duplicate Searching

There is a second way to check if the user has an account with the library. It requires editing the properties of both the New User and Display User wizard:

1. Right click on the New User wizard to open the properties.
   
2. Under the User Duplicate Searching heading, toggle the button to on.
   
3. Select the checkboxes for the criteria that your library would like to check for duplicate entries.
   
4. Click ok.
   

You will also need to look at your Display User properties to ensure that the wizard is searching for all the libraries that you would like to verify against. You will not be able to edit the dropdown when using the check for duplicates button in the New User wizard. To do this:

1. Right click on Display User  to open the properties.
   
2. Select the Helpers tab, then the User Search button
   
3. Under the Defaults tab, use the in this library dropdown menu to select what libraries you want to include in your search. 
   
4. Click okay to exit and save the settings.
   

After completing these steps, when you go into the New User wizard, there will be a Check Duplicate User button at the bottom of the screen. Click on it after entering the criteria that you want to check for duplicate entries to see if there are any listed within the system. Then follow the procedures for handling duplicate users.

Registering - Online Form and Modify User Wizard

To request an online registration form for your library's Enterprise page, please open a ticket. Please note that the MTSC catalog page enables users to create an account to use for MontanaLibrary2Go even if your library does not participate in Online User Registration.

Don't forget to merge the old and new user IDs (barcodes) in OverDrive Marketplace to make sure the patron doesn't lose his MontanaLibrary2Go checkouts or place in line for holds.

For more information on granting ONLINE-REG users privilege, see the Online Registration section of Circulation - Renewing Patron Privilege.

If you're registering several users who have the same contact information, e.g. a family with multiple kids, you can save time by using the Copy User wizard after saving the initial account information.

Data Entry Guidelines

Formatting

1. Enter data in ALL CAPS.
   
2. Don't use punctuation like periods, commas, etc., unless specifically indicated below.
   
3. Use address abbreviations, e.g. APT, AVE, DR, LN, PO, RD, ST, etc.
4. Use a hyphen in full +4-digit zip codes, e.g. 59620-1800.

Basic Info Tab

1. Enter the user's first, middle, and last name in accordance with your library's policy.
   
2. If the user has a preferred name, e.g. Robert likes to go by Bob:
   
1. Put that in the Preferred name field.
   
2. Check Use preferred name. This will make the name on the account display as TRAINING, BOB EXAMPLE.
   
3. Scan the Card #. This will automatically save any changes you've made and display a pop-up.
   
4. Click Make More Changes.
   
5. Select your library policy name from the In this library drop-down, e.g. MSL.
   
6. Select the correct profile name for the user from the drop-down, e.g. MSL-PUB.
   
7. Select NOHISTORY or ALLCHARGES from the Charge history rule drop-down depending on whether the user wants to save his charge history (and your library has the functionality turned on).
   

For more information, see Circulation - Charge History.

Privilege Tab

Demographics Tab (Includes Notification Settings, Except SMS [Texting])

If a user wants to receive notices via SMS (text) messaging, follow the instructions in SMS Notification - Signing Users Up in WorkFlows.

If you want your patrons to receive notifications other than SMS (text) messaging (see the notification setting options below) you must fill out User cat4 correctly.

For more information, see Circulation - User Policy Lists.

A user's notification preference is indicated in user cat4: 

1. EMAIL - email notice preferred; make sure an email address is listed on the Addresses tab > EMAIL field.
1. Email notices are sent from a system-generated address (mask) and cannot be replied to. Staff should instruct users to allow email from the domain sirsi@mtsc.sirsi.net through their blocked email filters (spam).
   
2. This option means users will receive HTML notices if your library has those set up.
2. PHONE - phone call notice preferred; make sure a phone number is listed on the Addresses tab > PHONE field with proper formatting. This does not enable SMS (text) messaging; if a user wants to receive notices via SMS (text) messaging, follow the instructions in SMS Notification - Signing Users Up in WorkFlows.
3. PRINT - printed notice preferred. This option means users will receive BCA print notices if your library has those set up. 
4. NOHOLDNTC* - user prefers not to receive hold notifications; requires additional configuration - available upon request.
   
5. NONOTICE* - user prefers not to receive any notifications; requires additional configuration - available upon request.
   

Leaving user cat4 blank means the user's data won't appear in BCA reports that have user cat4 as a metric.

If staff choose to keep an email address on a user's account as backup, even if user cat4 indicates a non-email preference, system administrators cannot guarantee that the user won't receive system-wide email notifications.

1. Schools can select grade levels or classes from user cat3.
   
2. They can also use the Department field to indicate:
   
1. Grade
   
2. Teacher's last name, e.g. PETERSEN
   
3. Level, e.g. FRESHMAN, SOPHOMORE, etc.
   

If your school library chooses to do this, it must be done consistently for reporting purposes.

Addresses Tab

1. The mailing address that print notices should go to (if he were to get them).
   
1. Use the STREET, CITY/STATE, and ZIP fields (an apartment number belongs at the end of the STREET field and should be abbreviated as APT followed by the number, e.g. APT 7).
   
2. The email address notices should go to (if he opts into email notifications).
   
1. Use the EMAIL field
   
2. If listing more than one email address, separate with a comma and a space, e.g. BTRAINING@GMAIL.COM, BOB.E.TRAINING@EMAIL.NET
   
3. The phone number staff should call with notifications (if he prefers phone calls).
   
1. Use the PHONE field only (two exceptions listed in #4 below).
   
2. Format phone numbers as (406)555-5555, where the area code is in parenthesis and there isn't a space between parenthesis and the next digit of the number.
   
3. If the user insists on providing more than one contact number, enter it in a separate field but still choose PHONE from the drop-down for that field, then put a description in the parenthesis after the number (screenshot below).
   
4. Make sure the preferred phone number (if more than one) is in the first PHONE field, otherwise it won't be the one listed on a hold wrapper.
4. Only use the PH-NOTICE field if:
   
1. Your library uses Unique Management to send regular overdue notices (not just collection notices).
   
2. Or, you want a specific phone number to display on mailed notices right below the address (meaning the number is visible through envelope windows). If you don't want the number to display in this way, leave this field blank.
   

Formatting for multiple phone numbers.

Only use PH-NOTICE if your library uses Unique to send regular overdue notices or you want a specific phone number to display on mailed notices.

Extended Info Tab

1. Clicking inside the NOTE field.
   
2. Clicking the Delete Row button.
   

If you only delete the text inside the field without deleting the field itself, the system thinks there's still data in the field, which can cause display issues.