How to batch edit patron details
It is possible to modify multiple patron records at once using the Batch patron modification tool. This document contains directions to the tool and instructions for how to use it.
Step 1 - Navigating to the Tool
Go to Tools > Patrons and circulation > Batch patron modification.
This will take you to a new page with options for adding the cardnumbers or borrowernumber of the patrons to be edited.
This page will default to the By card number tab, which contains the different tools that can be used to add cardnumbers for patrons to be edited.
The tab to the right of the By card number tab is the By borrowernumber tab. This tab contains different tolls that can be used to add borrowernumbers for patrons to be edited. Borrowernumbers are the internal number that Koha assigns to each patron account that is created and cannot be edited after the patron account has been created.
The last tab on the page is the By patron list tab. This tab contains a tool which allows a specific patron list to be selected so the patron accounts on the list will be modified.
Step 2 - Loading information to be edited
Patrons to be edited can be identified in four ways:
1. By loading an external file of cardnumbers or borrowernumbers to the tool
2. By selecting an already created list from the Patron list dropdown menu
3. By scanning/typing a list of cardnumbers to the box beside under the By card number tab
4. By pasting/typing a list of borrowernumbers to the box under the the By borrowernumber tab
This example will use the first method, loading a file of cardnumbers that were previously downloaded from the reports module Koha.
For more details on how to use the reports module to find patrons to be edited, please contact Interleaf Technology.
To load the file of cardnumbers, click Choose File and a pop up box will appear, with information about files available locally on your computer.
Select the .csv file of patron cardnumbers.
Once the file is added, click Continue.
Step 3 - Editing the loaded information
Once the file has been loaded a new page will appear.
If the loaded file contains a cardnumber column heading the tool will identify it as not being a cardnumber and yellow warning box will appear. This warning is a failsafe should a cardnumber be incorrectly input and will not impact on running the tool. Ensure that no actual cardnumbers have been flagged and continue with the modification.
At the top of the page there will be a table of the patron accounts that will be impacted by the batch modification.
If any numbers do not exist on the site, there will be a warning in yellow at the top of the table with details of the unidentifiable numbers.
It is possible to search and modify the table, to adjust it to show specific information. To search the table for a particular entry, use the search box at the top of the table.
The table will narrow down to display results which match the searched for term.
To modify the table to show more or fewer results, use the Show X entries, where X is the maximum number of results that should display at one time on the table. This will show a dropdown menu where the number of results to be shown in the table at once can be modified.
To display or hide different columns on the table, click the Columns button at the top of the table. This will display a dropdown menu of columns which can be hidden or revealed.
Column names with a green tick will appear on the table. Column names with a red x will be removed.
It is possible to set fields in this table to be hidden by default or to prevent the option for hiding or displaying the fields by using the table configuration settings on the borrowerst table.
For more information about this tool in general, please check our Help Centre. If there are still questions about how to edit eh borrower modification table after reading the general instructions, please contact Interleaf Technology directly.
Scroll to the bottom of the page and there will be an Edit patrons form, where different fields of patron information can be used to edit the accounts in the above patron table.
The fields in the Edit patrons form will be either free text or dropdown.
Either type new information into the free text field or select information from one of the dropdowns and hit Save.
This will take you to a new page with a table of the patron accounts that have been edited.
Version | Date | Detail | Author |
1.0 | 16/11/20 | Document created | Holly Cooper |
1.2 | 04/12/20 | Adding details | Holly Cooper |
1.3 | 26/02/21 | Adding details | Holly Cooper |
1.4 | 10/05/21 | Changing screenshots for 20.05 | Holly Cooper |
1.5 | 05/04/22 | Updating for 21.11 | Holly Cooper |
1.6 | 11/04/22 | More details for 21.11 | Holly Cooper |
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