Inventory (UXPROD-785)

[UXPROD-1057] Fast Add/On the Fly (Inventory, Circulation) Created: 28/Aug/18  Updated: 14/Oct/20  Resolved: 14/Oct/20

Status: Closed
Project: UX Product
Components: None
Affects versions: None
Fix versions: Q3 2020
Parent: Inventory

Type: New Feature Priority: P3
Reporter: Anya Assignee: Charlotte Whitt
Resolution: Done Votes: 0
Labels: po-mvp, round_iv, split
Remaining Estimate: Not Specified
Time Spent: Not Specified
Original estimate: Not Specified

Attachments: PNG File Skärmavbild 2020-07-15 kl. 19.36.50.png     PNG File Skärmavbild 2020-07-15 kl. 19.45.50.png     PNG File screenshot-1.png     PNG File screenshot-2.png    
Issue links:
Blocks
blocks UXPROD-1352 Item status: Set Needed for and/or Pr... Blocked
Defines
is defined by UICHKOUT-628 Fast add record. Access New fast add ... Closed
is defined by UICHKOUT-646 Fast add permission (Check out) Closed
is defined by UIIN-907 Fast add record. Access New fast add ... Closed
is defined by UIIN-1210 Fast add permission (Inventory) Closed
is defined by UIIN-1257 Permission for editing Fast add defau... Closed
is defined by UIIN-1271 Enable view of Fast add settings with... Closed
is defined by UIPCIR-1 Create instance via "fast add" form Closed
is defined by UIPCIR-2 Create holdings via "fast add" form Closed
is defined by UIPCIR-3 Create item via "fast add" form Closed
is defined by UIPCIR-6 Fast add permission (Plugin) Closed
is defined by UIPCIR-7 Make use of defaults in Fast add plugin Closed
is defined by UX-376 UX Review of Fast Add Mockups Closed
is defined by UIIN-1211 Fast add settings: Default instance s... Closed
is defined by UIIN-1238 Run accessibility checks on Fast add ... Closed
is defined by UIPCIR-4 Copy barcode of newly created fast ad... Closed
is defined by UIIN-1212 Fast add settings: Default suppress f... Closed
Gantt End to Start
has to be done before UXPROD-2576 Permissions. Create fast-add records ... Closed
Relates
relates to UXPROD-2721 Fast Add/On the Fly (Course Reserves) Closed
relates to UXPROD-1352 Item status: Set Needed for and/or Pr... Blocked
Epic Link: Inventory
Analysis Estimate: Medium < 5 days
Analysis Estimator: Charlotte Whitt
Front End Estimate: Medium < 5 days
Front End Estimator: Niels Erik Nielsen
Front-End Confidence factor: Medium
Back End Estimator: Niels Erik Nielsen
Estimation Notes and Assumptions: The solution can follow the pattern for creating inventory records (instance, holdings, item) from Orders.
Development Team: Prokopovych
PO Rank: 114
PO Ranking Note: CW: This feature was discussed at a Course Reserve meeting 8/13/2019. The outcome of the meeting defined the feature as a must have for MVP. Lifted the PO rank to match other features being marked as po-mvp.
Rank: Chalmers (Impl Aut 2019): R4
Rank: Chicago (MVP Sum 2020): R1
Rank: Cornell (Full Sum 2021): R2
Rank: Duke (Full Sum 2021): R1
Rank: 5Colleges (Full Jul 2021): R1
Rank: FLO (MVP Sum 2020): R1
Rank: GBV (MVP Sum 2020): R4
Rank: hbz (TBD): R4
Rank: Hungary (MVP End 2020): R1
Rank: Lehigh (MVP Summer 2020): R2
Rank: Leipzig (Full TBD): R2
Rank: Leipzig (ERM Aut 2019): R5
Rank: MO State (MVP June 2020): R1
Rank: TAMU (MVP Jan 2021): R1
Rank: U of AL (MVP Oct 2020): R1

 Description   

Scope: this is basically a template including the above elements, similar to that already implemented for creating Instances when Orders are created.

Usecase: Circulation, Acquisition, and Course Reserves need a skeletal Inventory record, but at different times.

  1. Acquisition – here it is part of the ordering process
  2. Circulation – could be for:
    • Personal copy of items to be circulated for course reserve
    • A piece of an item scanned in for course reserve
    • Item needed to circulate before cataloging can be done
  3. Course Reserves: Split to UXPROD-2721 Closed
    • Personal copy of items to be circulated for course reserve
    • A piece of an item scanned in for course reserve

The required fields in Inventory:

  1. Instance record
    • System supplies
      • FOLIO id,
      • Human readable ID,
      • Metadata source
      • Date added
    • Needed to enter
      • Title
      • Status
  2. Holding Record
    • System supplied all of the above information for instance
    • Entry needed
      • Location
  3. Item Record
    • System supplied all of the above information for instance, holding
    • Entry needed
      • Location ( if different)
      • Barcode
      • Material type
      • Call number
      • Item state
      • Loan type (permanent/temporary)
      • Course reserve also need the item record to include the electronic access information (856 type info) - see more: UXPROD-2721 Closed

Deck from December 2019: https://docs.google.com/presentation/d/1yVDsYQrzeCXoZXS1YC0fMQMxDyCJMKK8LHoe8XYh4nA/edit#slide=id.p
Mockups: https://drive.google.com/drive/folders/1yUAeP4cDMsexe1hy1IaFWdNh6GTfN8iL (note: still need to discuss with UX - may change to a modal and/or make other changes)



 Comments   
Comment by Holly Mistlebauer [ 09/Mar/19 ]

This is a test comment from Holly.

Comment by Erin Nettifee [ 01/Apr/19 ]

Duke would like it to be clear that this is needed in multiple areas, not just in course reserves. Is this in the wrong epic?

Comment by Kristin Martin [ 16/Apr/19 ]

This is needed in multiple areas, e.g., patron wants to check out item found on shelf that does not have a record in catalog (yes, this happens).

Comment by Erin Nettifee [ 19/Jun/19 ]

There is going to need to be a report attached to these records, at very least for circ purposes, to allow for them to be periodically reviewed and maintained. I think it's an appropriate LDP record. How that report is structured ultimately will depend on how on-the-fly records are flagged or marked as such.

Angela Zoss

Comment by Erin Nettifee [ 19/Jun/19 ]

Also, does this apply to containers? Is there a scenario where an on-the-fly record might need to be attached to a container? Or is the assumption that if they are reviewed periodically, and an on-the-fly should be attached to a container instead of an instance, that it would be moved by a cataloger?

Comment by Erin Nettifee [ 12/Aug/19 ]

Charlotte Whitt is this being considered MVP or did it drop out? We'll be discussing this need in Course Reserves tomorrow Kelly Drake

Comment by Kelly Drake [ 13/Aug/19 ]

Definitely required for Course Reserve Functionality.

Could the Description be modified to include CR? Maybe as follows:

Circ, Acq and Course Reserves need a skeletal Inventory record, but at different times.

Acq – it can be part of the ordering process
Circ – could be for :
Personal copy of items to be circulated for course reserve
A piece of an item scanned in for course reserve
Item needed to circulate before cataloging can be done
Course Reserves -
Personal copy of items to be circulated for course reserve
A piece of an item scanned in for course reserve

  • and we'd need the item record section of the Fast Add to include the electronic access information (856 type info)
Comment by Charlotte Whitt [ 14/Aug/19 ]

Hi Kelly Drake Erin Nettifee - I have tweaked the description above to include Course reserve, and bumped up the PO rank and added the `po-mvp` label.

CC: Holly Mistlebauer Hkaplanian Jakub Skoczen

Comment by Hkaplanian [ 19/Aug/19 ]

Kelly Drake & Charlotte Whitt - From anywhere in FOLIO, adding an instance is 2 clicks away at most. What makes this different or better than that?

Comment by Charlotte Whitt [ 19/Aug/19 ]

Hkaplanian - not sure I follow your comment here.
You suggest to use the regular steps:

  1. Go to Inventory
  2. Add new Instance record
  3. Fill out the Form and 'Save & close'
  4. Add Holdings record
  5. Fill out the form and 'Save & close'
  6. Add Item record
  7. Fill out the form and 'Save & close'

What we envision is something working more seamlessly: Filling out one short form, which generate the instance records with associated holdings and item record.

Comment by Hkaplanian [ 19/Aug/19 ]

Charlotte Whitt, I got it. That makes sense.

Comment by Erin Nettifee [ 19/Aug/19 ]

This function is frequently used by non-catalogers, so as Charlotte notes, a simpler process is needed.

This function may also be used to add materials that are not library-owned, in the case of course reserves. This could include personal copies of materials from faculty (including non-monograph material) or scanned copies of book chapters or articles (which the library may in fact own, but are not itemized to the level of the article or book chapter in terms of an item record.) So those items A) don't need a cataloger's attention, per se, and B) need to be understood as different types of items separate from the bibliographic records that the library maintains of their collection.

Andrea Loigman

Comment by Hkaplanian [ 19/Aug/19 ]

Erin Nettifee & Andrea Loigman, Thank you very much. This provide great clarity.

Comment by Kelly Drake [ 26/Aug/19 ]

Sorry I missed this conversation but thankfully Erin Nettifee and Andrea Loigman seem to have handled it just fine!

The only thing I'd add is that in the item record we may need to discuss whether CR would need to include / or limit the following so that both temporary and permanent should be included

Location
Material type
Item state
Loan type

Comment by Kelly Drake [ 06/Jul/20 ]

The mockups look good!

Comment by Erin Nettifee [ 14/Jul/20 ]

What feature (maybe it's not here yet) will be used to track permission needs for fast add?

Comment by Charlotte Whitt [ 14/Jul/20 ]

Good point Erin Nettifee - I'll write up an action-based permission feature for creating fast add records.

Comment by Cate Boerema (Inactive) [ 14/Jul/20 ]

Charlotte Whitt, when I discussed this feature with the RA SIG, they suggested fast adds records need to be flagged as such so that they can be later found (via Inventory filter) and handled (e.g. deleted or converted to a proper record). I didn't see any mention of that in the slide deck. Do you have any information on where that flag/data element might live and what it would look like?

Comment by Charlotte Whitt [ 15/Jul/20 ]

Cate Boerema - using the Instance status set as "Other" is documented in slide p.11 - https://docs.google.com/presentation/d/1yVDsYQrzeCXoZXS1YC0fMQMxDyCJMKK8LHoe8XYh4nA/edit#slide=id.g659c52376c_0_12

When I worked with the working group, we discussed not to have this value in the editing template, while it is set by the system. So in order to keep the template as simple as possible it was not an option.

I will recommend that we use the existing Instance status value. By using the instance status it will follow the same workflow for catalogers, when the will look for e.g. all 'uncataloged', or all 'other' records etc.

See:

If a library want to have a specific Instance status term for 'Fast-add' then this can be added in Settings > Inventory > Instance status.

Please also note that filtering on instance status is also planned work - see: UIIN-759 Closed .

Comment by Cate Boerema (Inactive) [ 16/Jul/20 ]

Excellent! Thanks so much Charlotte Whitt

Comment by Kelly Drake [ 03/Aug/20 ]

Cate Boerema - I'm not seeing the item URL fields as requested in the Course Reserves use case:

Course Reserves:
Personal copy of items to be circulated for course reserve
A piece of an item scanned in for course reserve

Could these still be added?

Comment by Cate Boerema (Inactive) [ 04/Aug/20 ]

Hi Kelly Drake. Sorry if we missed that. I didn't see any "URL fields" in the deck, nor has it come up in my subsequent conversations with the RA SIG.

We can add it, but I need more information about what fields you mean and where they should live in the Fast add form. Are you talking about this set of fields from the item record?

If so, we can add this set of fields to the Item accordion of the fast add form and have it repeatable just like it is in the item form in Inventory. Is that what you had in mind?

Just for my education, can you please explain how the addition of these fields will support these use cases:

Course Reserves:
Personal copy of items to be circulated for course reserve
A piece of an item scanned in for course reserve

Comment by Kelly Drake [ 04/Aug/20 ]

Cate Boerema It's weird that this didn't come up on the RA SIG discussions, or that it wasn't in the material that Charlotte put together with the Fast Add group. I know we discussed it.

1. Use case - personal scanned item
A professor has an paper article, or document that they would like scanned and added to a course.
They hand the document to the CR staff
CR staff scans the file, uploads it somewhere.
CR staff creates a Fast Add record to describe the file, including the link to the online copy.
CR staff add the Fast Add record to the Course.

2. Use Case - link to online resource
A professor would like to include an existing online resource in the Reserve list for their course
Professor gives link to the CR Staff
CR staff creates a Fast Add record
CR staff add the Fast Add record to the

As for fields, it is as you suggest. Adding all the fields in the Electronic access set to the fast add form and having it repeatable just like it is in the item form in Inventory would be perfect. Those would be:

  • Relationship
  • URI
  • Link Text
  • Material specified
  • URL Public Note

Let me know if you have any more questions - and thank you so much for checking in!!

Comment by Cate Boerema (Inactive) [ 05/Aug/20 ]

Okay, Kelly Drake. We'll get that added. Thank you!

Comment by Charlotte Whitt [ 04/Oct/20 ]

Fast Add/On the Fly (Course Reserves) is split out as it's own feature - see: UXPROD-2721 Closed

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