Create new location codes in FOLIO

Summary: This procedure governs the process of creating a new location code to FOLIO Inventory.

Consult the existing Location Chart to confirm no similar location exists and  

Proposing a new location

• Contact the Head of Catalog Maintenance with a proposal for the new location and location code including the following information:
  • FOLIO name - The proposed name should follow the format of existing locations. It should always end with the code for the new location in square brackets after the name
    • ex. MSU Microforms [mcfrm]
  • FOLIO code - The proposed code, if a sublocation for an existing FOLIO "Library," should begin the same way as other sublocations in that "library."
    • ex. Special Collections = sp, Special Collections Romances = sprom
  • Discovery name display - The name by which the new location will display for the public (VuFind & EDS). If the new location is a sublocation to an existing library, the existing library should be formatted as a part of the new discovery name.

    • ex. MSU Gast Business Library - Popular Collection

  • Description of the proposed code

  • Consultation on which FOLIO “Library” group the new location should be associated with or if this should be a completely new “Library.” Libraries group locations like locations together. They roughly mirror branch locations such as “MSU Remote Storage”, “MSU Main Library”, “MSU Gast Business Library”, “MSU Government Documents.” Instructions for creating a new “Library” below.

Approval process for a new location

• The Head of Catalog Maintenance will discuss the proposed location with the AD for Collections and Technical Services and other relevant stakeholders. Considerations will include:

  • Is the proposed need a good candidate for a new location or is there a better way to achieve the desired outcome?

  • If a new location is the best solution, the Head of Catalog Maintenance will proceed.

  • Other considerations raised by the AD or other concerned stakeholders.
  • Approval will be communicated back to the proposer and shared with the wider library staff - once the location has been established.

Communication of decisions about a new location

• Approval will be communicated back to the proposer and shared with the wider library staff - once the location has been established. Informed individuals should include:
  • The individual(s) requesting the new location
  • Head of Access Services - to notify Circulation, ILS, and Stacks Maintenance.
  • VuFind admin - to ensure the new location indexes correctly
  • EDS admin - to add the new location to EDS location tables
  • TS Confluence Manager - to add the new location to the existing location chart.
  • TS Managers email list - to ensure information and workflow updates around the new location (add to GOBI).

Creating a new location

• The Head of Catalog Maintenance or other credentialed (FOLIO permission required) staff member(s) will create the new approved location.
  • Folio settings → Tenant → Locations → New
  • Select institution (there should be only one choice
  • Select the campus: Michigan State University (MSU)
  • Select the library (if adding to an existing library). If creating a new library, see 'Creating a new library' below.
  • Add the FOLIO name (with bracketed FOLIO code at the end - all lowercase)
  • Add the Discovery name (do not include FOLIO code at the end)
  • The Remote storage field remains "no" (default)

  • Click on the +Add service points icon and add ALL the MSU service points to the record. As of 5/23/24, these have to be added one at a time.

  • The Status should be "active."
  • Add a description only if one was requested or if it is warranted. 
  • Save and close. 

Creating a new library in FOLIO

• The Head of Catalog Maintenance or other credentialed (FOLIO permission required) staff member(s) will create the new approved library.
  • Settings → Tenant → Location setup → Libraries
  • Choose "New" icon.
  • Add the Library name and code (formatted similar to other libraries - code in parenthesis and uppercase letters) 
  • Save and close.