Barcode Formats

This workflow assumes that patrons who self-register receive a temporary barcode that will be replaced later by staff.
If your library supports multiple barcode formats, you cannot use significant digits for the patron barcode.

A barcode format definition sets the total number of characters in the barcode, including the initial (prefix) characters. The maximum is 20 characters. The prefix characters can be any character or characters— numbers, letters, or special characters, except the asterisk. The asterisk (*) indicates that any character or length is accepted in the definition. For example, if the barcode prefix is more than one character, the asterisk serves as a wildcard character. This is especially useful if the barcode format includes a check digit or start digit at the beginning of the barcode. For example, a prefix of *3 means the barcode prefix can start with any character, but the second position of the barcode must be a 3 to be valid.

If you specify just an asterisk for both the prefix and the total length, this means that a barcode may be any length and any prefix. This definition essentially turns off barcode verification for that usage, so any barcode is accepted for the operation. The undefined format is the default setting for both patron and item barcodes.

Important:
If you define barcode formats instead of accepting the default (undefined) setting, Polaris displays more consistent messages when you define both item and patron barcode formats.

Barcode types can be defined at system, library, and branch levels. Each branch can specify different barcode types for items and patrons. You can define multiple valid formats for both items and patrons, and add and remove definitions as necessary.

If the same barcode types are used by all organizations in the Polaris installation, then you need only define barcode types at the system level.
If different barcode types are used in each organization, define all the types for each library and branch to accommodate cross-borrowing.

Note:
Interlibrary loan items can have barcodes that are invalid in your system. You can choose to use the existing barcode or attach a slip with a valid barcode.

Significant Digits in Patron Barcodes

If all your patron barcodes begin with the same prefix and only the final portion of the barcode is unique to each patron, you can set Polaris to treat the final portion as significant digits. You set the prefix and total length as the default patron barcode format in Polaris Administration. Then, staff can enter just the significant digits in a patron barcode field, and patrons can enter just the significant digits to log on to the PAC. The system automatically supplies the prefix when the user enters significant digits. Also, staff and patrons can omit leading zeros when they enter the significant digits.

Example:
The default barcode format specifies a prefix of 32214, and a length of 14 digits. A patron’s barcode is 32214000006871. There are nine significant digits (000006871), but you can enter 6871 because the system adds the leading zeros.

When the significant digits are entered in a patron barcode field, a record is considered a match in these circumstances:

The significant digits added to your defined prefix match the complete barcode in a patron record.
If fewer than the defined number of significant digits are entered, the system adds leading zeros to the defined number of significant digits, and the complete barcode matches the barcode in a patron record.

Important:
If your database includes existing patron barcodes with fewer digits than the significant digits defined by the default patron barcode format, you might encounter some problems. Because the leading zeros and prefix are automatically appended, patrons with the “short” barcodes cannot log on in PAC, and staff client workforms such as the Check Out workform do not find them. However, for trouble-shooting purposes, you can search for and open these records from the Patron Record Find Tool (Name or Barcode, Exact match). From the Patron Registration workform, you can change the barcode, or perform operations such as check out.

If more than the defined number of significant digits are entered, and the digits match an entire patron barcode of the same length, the record is considered a match. This is the situation when you scan a complete barcode.

When you set a default patron barcode format in Polaris Administration, the following functions are affected:

Patron Find Tool (search by Barcode) - The Find Tool includes Significant Digits as a search Type option. When you select this search type, you can search for just the significant digits. Leading zeros are added as necessary, and the complete barcode appears in the For field. (If you select Significant Digits as the search type but enter more than the default number of digits, the search is not likely to yield any results.)

Note:
Self-registration barcodes use a custom format that makes them unsearchable using significant digits in the find tool. You can find self registration barcodes using the entire exact barcode or the wildcard prefix*.

Check Out workform - Leading zeros are added as necessary. When a match is found, the complete barcode is displayed.
Offline Check Out workform - Leading zeros are added as necessary. The complete barcode is displayed and stored. When the offline file is uploaded, the system finds a matching patron record based on the complete barcode.
Patron Registration workform - Significant digits can be entered into the patron record when the record is created or edited. The system supplies the complete barcode, including any leading zeros, and the complete barcode displays in the patron record. If you enter more than the defined number of significant digits, the system attempts to save the record with the digits you entered as the complete barcode.
Offline patron registration - The complete barcode is displayed and saved when the offline file is uploaded.
Hold Request workform (placing a new request) - Leading zeros are added as necessary. When a match is found, the complete barcode is displayed.
Patron Record Set (add by scanning) - To add a patron record to a record set, enter significant digits in the Barcode text box of the Scan Barcode dialog box. The system supplies leading zeros, if necessary, and the matching process is the same as in other functions.
PAC log-on - The patron can enter significant digits to log on. The system supplies leading zeros, if necessary, and the matching process is the same as in the staff client. If a matching record is found, the patron log-on continues. If more than the significant digits are entered, and the digits match a complete barcode, the patron log-on continues. After a successful log-on, the log-on page and the patron account page display the complete barcode.

Note:
When a patron registers online in the PAC, the system assigns a temporary barcode. The patron must enter the full temporary barcode to log in to the PAC.

Inbound telephony - The caller can enter the significant digits when prompted to enter the barcode. The system supplies leading zeros, if necessary, and the matching process is the same as in other functions. However, if a duplicate is found, the system responds with a message to contact the library for assistance, and the process stops.

The following functions are not affected by the default patron barcode setting:

Polaris ExpressCheck - Significant digit functionality does not affect Polaris ExpressCheck functions because barcodes are always entered by scanning.
Third-party authentication, SIP, NCIP - The entire barcode is communicated in these functions.

For instructions, see Set up significant digits for patron barcodes.