Loan-related notes/comments

Background

this requirement came up while analyzing ILL workflows

no integration available or planned of ILL software and FOLIO in the German hebis consortium

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check-out of own items will be in FOLIO only, patron is the receiving library , so we need

1. to store ILL information (order number, restrictions) on the loan record
2. to include that information in patron notices

1.

not possible to add notes/comments to loan record except when overriding blocks or loan policies where a comment is required

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It would be useful to be able to enter a comment not only when overriding, but for every loan

one possible solution: similar to “staff info” in fee/fine records

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optional: “add new comment” would also be helpful in the ellipsis in check out

2.

when we send notices to borrowing libraries, the ILL transaction number needs to be included

comments should be available as a token for notice templates

Use cases

As a circulation staff member

• I want to change a loan’s due date and add a reason why I did it (staff info)
• when checking out to a receiving ILL library, I need to save the ILL transaction number on the loan for future reference/communication (patron info, needs to be on overdue notices)
• I want to define special conditions (reading room only etc.) for the ILL receiving library and save them on the loan for future reference/communication (staff info)
• when patron claims an item returned (comment required) and later calls with additional information I want to add that info to the loan (staff info)
• I want to track searches on claimed returned items and add a comment as a workaround until https://issues.folio.org/browse/UXPROD-532 gets developed (staff info)
• when I receive information concerning a loan by phone/email, I want to store that info on the corresponding loan (staff info)

To be discussed

• difference staff info/patron info - do we need a staff-only check mark or can that be handled by notice policy as a thin-thread solution?
• in case of several comments, what will be on the notice? -> better to keep the rules simple
• make comment available in circ log

General proposal by January, 2nd 2023

1. Add staff info and patron info action

2. Add create buttons to loan details screen

General proposal by January, 2nd 2023

3. Both patron and staff information will be displayed and searchable in� Circulation Log as description

General proposal by January, 2nd 2023

4. Patron comments should be available as a token template

5. Multiple patron comments should all be added in the notice