Document ID: 113684Print this document
Online Film Ordering for Directors
Symptoms (Problems)

Center directors need to know how to:

  • Locate patron information.

  • Manage the center account.

  • Log in and change the center password.

  • Check films in (mark as received).

  • Mark films returned.

  • Import items into Private Collection.

  • Use the CSV file importer.

  • Check the status of a film order.

  • Add items to the inventory.

  • Create a export of the Center's entire extended loan inventory

  • Getting the error: "Your inventory is too large to export. Please contact support or export selected films."
Answer (Resolution)

The Online Film Ordering website provides services to family history center patrons and patrons of affiliate public libraries in many parts of the world. On this site, a patron can place loan orders for microfilm and microfiche. He or she will be able to create an account, retrieve a password, place an order, and cancel an order. For more information about the website used for placing orders, see document 108917. To see the Online Film Ordering website, go to: https://familysearch.org/films.

 

The Online Film Ordering Admin Panel website is for FHC directors, affiliate libraries, and MOC administrators to regulate microform orders. By logging in to the system, administrators can search, view order statuses, and see contact information on a particular order. They will also check in films as they arrive and indicate when films have been returned. To see the Admin Panel website, go to  https://familysearch.org/films/admin.

 

User's Guide

Click here


Locate Patron Information

  1. Go to https://familysearch.org/films/admin and log in with the center or library user name and password.

  2. Click FHC Patrons in the dark strip just under the Online Film Ordering Admin Panel title on the left.

  3. Type in the patron name. If you use a portion of the name, such as only the surname, you will need to precede the surname with that asterisk(*) wildcard. For example, if you want to find a patron whose name is Ron Johnson, you can type his complete name or type *Johnson to search for all patrons of your center whose last  name is Johnson. Click Search.

  4. The results page shows the patron name and telephone number. Click Edit to see more details.

  5. The results page shows the complete billing address. Center directors or library staff can use this information to contact a patron.


Find the Status of an Order

  1. Go to https://familysearch.org/films/admin and log in with the center or library user name and password.

  2. Hover the mouse over Transactions. Click orders.

  3. Orders for the library or family history center will show.

  4. Fill in the order number or the patron name, and click Search.

  5. Basic information about the order will show. Click View to see the status of items in the order.

  6. At the top of the screen, see the order date and patron information. Scroll down to Items. The Track Status column shows the status of each microfilm or microfiche in the order. Center directors or library staff can use this information to help patrons understand the status of orders. An explanation of the track status terms is found in document 109213.

For a video demonstration and printable handout, click here.


Manage the Account

Follow the steps to update the name associated with a center or library admin account or to change the password.

  1. Go to https://familysearch.org/films/admin and log in with the center or library user name and password.

  2. Hover the mouse over System, and click My Account.

  3. Please DO NOT change the username. FamilySearch support needs the username to remain constant for each family history center or affiliate public library. If an affiliate library changes the contact person, please contact FamilySearch so records can be updated and the user name changed.

  4. Change the first name and last name when a new director is called.

  5. Fill in a new password, and repeat it in the Password Confirmation field. Many centers and libraries like to change the password every few months for security purposes.

  6. Click Save Account in the upper right corner.

For a video demonstration and printable handout of how to log in and change the center password, click here.


Check Films In

 

It is VERY IMPORTANT that directors or library staff mark films as received. Indicating that films have arrived at the center or library generates an e-mail notification to the patron and gives the center or library a return date for the item. Follow the steps below to mark films as received.

  1. Go to https://familysearch.org/films/admin and log in with the center or library user name and password.

  2. Hover the mouse over Films, and click Film Search.

  3. Search for items that have arrived by the film number or the order number. The order number will be found on the lower portion of the packing slip. Fill in the information, and click Search.

  4. Click the small box to the left of the order information to select an item to check in.

  5. Click the downward pointing triangle beside Actions.

  6. Click Check In.

  7. Click Submit.

  8. If you want a report of the items checked in, select the report type, and click Export.

  9. Click Save File. Click OK.

  10. Click Confirm Films Submission to add the item to the inventory, show a return date, and generate a notification e-mail to the patron.

  11. The next screen will display a green notification that the items have been checked in successfully.

For a video demonstration and printable handout, click here.


Mark Films Returned

 

IMPORTANT: It is very important that films be marked in the admin panel when they are returned. Otherwise a patron will not know a film has been returned and can renew it.

  1. Go to https://familysearch.org/films/admin and log in with the center or library user name and password.

  2. Hover the mouse over Films, and click Film Search.

  3. Find films that are due for return.

  4. Under Return Date, click the From: calendar icon, and click the first day in the range desired. For example, click the day after the last day films were returned.

  5. Click the To: calendar icon, and click today's date.

  6. Click Search to find items due to be returned. It is VERY IMPORTANT to not return any items before the Return Date. Centers and libraries are not charged if films are a little late in reaching Salt Lake City. In addition, patrons are notified shortly before the return date so that they can renew items. It is important that the items remain in the center until that return date in case patrons desire to renew.

  7. If you want to return all the due items, click Select All. Or check the boxes to the left of all items you will return.

  8. Click the downward pointing triangle beside the Actions box, and click Return.

  9. Click Submit.

  10. If you want a report of returned films, select the report type, and click Export.

  11. Click Save File. Click OK.

  12. Click Confirm Films Submission to remove the item from your inventory and to send the patron an e-mail notification that the film has been returned.

  13. A green confirmation notice will appear on the next screen.

For a video demonstration and printable handout, click here.


Import Inventory into Film Private Collection

Use Film Private Collection to add to your inventory any items in the library or family history center from before your area began using Online Film Ordering. This can include microfiche, short-term microfilms, and extended loan microfilms. Adding items to your inventory allows patrons to see that they are at the center or library when they place an order. It also allows patrons to renew any short-term loan films that are already at the center. Follow the steps below to enter items.

  1. Go to https://familysearch.org/films/admin and log in with the center or library user name and password.

  2. Hover the mouse over Films, and click Film Private Collection.

  3. Click the loan type from the list.

  4. Type the film or fiche number, and click Continue.

  5. The next screen shows the film information. If it is correct, click Add film to private collection.

  6. A green notice that the item has been added will appear. The film is not part of your library or center inventory. Short-term loan films will be given a new return date. Do not return films before the return date.


CSV File Importer

The CSV Film Importer should only be used to import extended loan films and fiche. DO NOT use it for short-term films. Use the Private Collection option to add short-term films that were already at the center at the time that online film ordering began. Follow the steps below to import a CSV file.

  1. Using a spreadsheet program, such as Excel, open a spreadsheet. In the first column, list all of the films and fiche you want to import. Use only the first column, and put only numbers in the column.

  2. Click File and choose Save As.

  3. Save the file as a .csv file.

  4. Log in to https://familysearch.org/films/admin.

  5. Hover the mouse over Films, and click CSV File Importer for Films.

  6. Click Browse, and locate the saved .csv file. Double click the file.

  7. Click Upload CSV file.

PLEASE NOTE: If a center has more than 100,000 films in their inventory and try to export all of the inventory to a CSV file, the web server will run out of memory. You will see the following message: "Your inventory is too large to export. Please contact support or export selected films." Please call FamilySearch for assistance with these cases.

For a video demonstration and printable handout of how to add microfilm to the inventory, click here.

 




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