This manual is intended to show AISD library staff how to do various day to day functions withing WorkFlows. If you can not find what you are looking for, please contact the LMC for further assistance.
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District Created User Records
User information will automatically be loaded into the ILS from AISD's Frontline systems. This will happen periodically and so library staff will occasionally have to create a user record for a user who is new to the district. This will be most common the first several weeks of school before records are finalized.
Creating (Adding) Users New to AISD
Before adding any records to the system, be sure you have the student number (via FRONTLINE, class rosters, teacher, registrar or Library Technology) or employee number (located in ERP & SIS by selecting My Service Center then Staff Directory).
If you create a user with a student # or employee # already in the system, a window will pop up with "View Duplicate User Record." If the user is already in the system, you can modify the student record to your library.
*Note* staff members new to the district for 2023 will no longer have an E in front of their ID number.
Once you are sure the user does not already have a record in the system
Click on the "User Maintenance" group on the left side of WorkFlows to expand the frame for wizards.
Click on the (green figure with star) called "User Registration.
Fill in user profile (choose from the drop-down arrow)
Staff
STAFF-STD for All Staff
NOTE: STF-NT will no longer be used
Students
ElemStudnt
MSStudnt
HSStudnt
Other - Parent
Fill in user ID
For students: Student #
For Faculty/Staff: E # (New to district will no longer have an E in front of their ID number)
For Parents and other non-AISD users: Registered Number or Phone number starting with an area code.
NOTE: Do not use a barcode as an ID number.
Click OK (if you use the barcode scanner, it will do this step for you)
Fill in [ALL CAPS]:
First Name
Middle Name
Last Name
Alt ID (IT IS IMPORTANT THAT THIS IS FILLED OUT FOR STUDENTS AND FACULTY/STAFF)
Students: Student #
Faculty Staff: E# (New to district will no longer have an E in front of their ID number)
non-AISD employees: Leave Blank
Check the Library Name and profile name to make sure it is correct.
REMAINING FIELDS ARE OPTIONAL FOR AISD STAFF/STUDENT USER RECORDS. THIS INFORMATION WILL BE ADDED FROM THE DISTRICT DATA LOADS
If creating a parent account, select the "Extended Info" tab and add the student's name to the "Note" field.
Click on the Register User button to complete.
Create a New User Screencast
WF Create a New User 9.2.20.webmFinding a Current User
To see who has an item checked out, access the "Detailed Display" of a record.
In the [Common Tasks] group, select the "Item Search & Display" wizard (open book with a magnifying glass).
Search for the item.
If your search has multiple matches, choose the intended record and double click item or highlight it and click "Detailed Display" at the bottom of the window.
If your search only has one record, the "Detailed Display" will automatically load.
Select the "Call Number/Item" tab.
Highlight the desired item and click the "Checkouts" tab to see the current user.
Finding a Current User Screencast
WF Finding Current User 9.2.20.webm
Finding a Previous User
In the [Common Tasks] group, click on the "Item Search and Display" wizard (open book with a magnifying glass).
Change the "Index" option to "Item ID" and search the item barcode.
In the record that appears, click the "Call Number/Item" tab.
Find "Previous user ID:" and click the number next to it (note: WorkFlows will not highlight the text, but as long as the ID has been clicked, WorkFlows will save the ID number for the next step)
Open the [User Maintenance] group and click the "Display User" wizard (green figure with gold plus symbol).
Next to "Current" will be the ID number from the previous screen, click on the number to bring up the user record.
Finding a Previous User Screencast
WF Finding Current User 9.2.20.webm
Updating Records for Withdrawing and Transferring Students
Click on the [User Maintenance] group to access the User Wizards.
Mark any items still checked out as lost and bill the student.
Click on the "Modify User" wizard (green figure with a pencil).
Search for the user by name or ID.
Change the library name to MPC (Materials Processing Center).
Change "Profile name:" to "LEFT_AISD"
Click on the "Save" button at the bottom to save the changes.
Updating Records for Withdrawing and Transferring Students Screencast
WF Update Record for Withdrawing Student 9.2.20.webm
When a Student Comes to Your Library From Another Campus
Click on the [User Maintenance] group on the left to access the Users Wizards.
Click on the "Display User" wizard (green figure with the plus symbol).
Search by Alt. ID using the student's student number.
If the student is NOT found, click on the "User Search" helper (green figure with a magnifying glass) and set the library to search ALL_LIBS.
When the student is found, click on the "Modify User" helper (green figure with a pencil) at the top of the screen.
Change the library assignment to your library.
Click on Addresses and change the Address 1 BLDG to school name and ZIP to the homeroom/second period teacher.
When done making changes, click on the "Save" button to save your changes.
For new students who are not existing users, follow the instructions to create a new user record.
When a student come from another campus screencast
WF Update Record for Student transfer to your school 9.2.20.webm
Modifying/Editing User Records
Student records are loaded into Symphony at least once per week throughout the school year. Modifications will be done with the load. However, sometimes there are situations where you do need to change a user record.
There are two ways to modify a user record.
Click on the [User Maintenance] group. Click on the "Display User" wizard (green figure with yellow plus), search for the user and then click on the "Modify User" helper (green figure with pencil) at the top left of the window. After making your changes, you must click on the "Save" button.
Click on the "Modify User" wizard (green figure with the pencil) and search for the user. After making changes, click on the "Save" button for changes to take effect. A complete window will appear. You can make more changes or close.
When Modifying a user, consider the following:
Make SURE that you search in the User ID field by student ID number or staff E# with a Library selection of “ALL_LIBS” rather than just name to find the record to modify. Many people have the same name.
NEVER remove a block or bar from a user record that has been placed by another library, unless you have spoken to the librarian of the library that placed the block.
DO NOT use a barcode number for Faculty members. Leave the ID number as it exists since this record is used by the LMC for checkout as well.
To clear information in a field under the "Addresses" or "Extended information" tabs, use the "Delete" helper instead of backspacing over the line. To use the "Delete" helper:
Click on the "Modify User" wizard (green figure with the pencil).
Search the record you want to edit by using the "User search" helper (green figure with magnifying glass).
Click on either "extended info" or "addresses" tab.
Click on the first letter of the note/address line to delete.
Click on the "Delete Row" helper (red x) to erase.
This will delete the info in the field completely. Click on the "Modify User" button for the change to take effect. It will look like the field is completely deleted, exit out and go back into the user record and the field will be there and blank.
"Delete Row" Helper
User Comments and Notes
In each user record there is a tab labeled “Extended Information”. This tab allows you to
add comments and/or notes to each user’s record. To add notes or comments:
Click on the [User Maintenance] group.
Click on the "Modify User" wizard (green figure with a pencil).
Search for the user you want to modify by clicking on the "User Search" helper (green figure with a magnifying glass).
Click on the "Extended Information" tab.
Enter the note or comment.
Always include your library name after the comment.
If you add this information in the user's record, it will display on the user record under the red "notes" at the top left of the user record. Because it is easily accessible during checkout or display, it is a good way to quickly communicate information about the user. There are currently no restrictions regarding what is placed in these fields, but the following should be considered:
Anytime information is added to these fields, it is imperative that the adding library be identified after the comment or note.
These notes will follow the user, they should be clear and understandable.
If a previous note refers to a user obligation, do not remove it without checking with the original note's author.
To completely remove a comment or note, leave a blank field and remove the red "notes" from the record, it is necessary to use the "Delete" wizard.
Click on the "Delete Row" helper (red X) to erase.
This will delete the info in the field completely. Click the "Save" button for change to take effect. It will appear as if the field has been completely deleted, exit and go back into the user record and the blank field will reappear.
User Comments Add and Remove Screencast
WF User Comments Add and Remove 9.2.20.webm