Bulk Edit (UXPROD-868)

[UXPROD-3706] Bulk delete inventory item records Created: 09/Jun/22  Updated: 29/Jan/24

Status: In Refinement
Project: UX Product
Components: None
Affects versions: None
Fix versions: Sunflower (R3 2024)
Parent: Bulk Edit

Type: New Feature Priority: P2
Reporter: Magda Zacharska Assignee: Magda Zacharska
Resolution: Unresolved Votes: 0
Labels: LC5, consortia-ebsco, galileo, loc
Remaining Estimate: Not Specified
Time Spent: Not Specified
Original estimate: Not Specified

Attachments: PNG File Skærmbillede 2022-06-16 kl. 18.19.37.png     PNG File Skærmbillede 2022-06-16 kl. 18.23.33.png    
Issue links:
Cloners
is cloned by UXPROD-4022 Bulk delete inventory holdings records Open
Defines
is defined by UIBULKED-114 Bulk delete items - Are you sure? form Draft
is defined by UIEXPMGR-48 Update Export Manager app for search ... Draft
is defined by UIBULKED-112 SPIKE - determine possible ways of ha... In Refinement
is defined by UIBULKED-113 Item records bulk delete permissions In Refinement
Release: Ramsons (R2 2024)
Epic Link: Bulk Edit
Front End Estimate: XL < 15 days
Front End Estimator: Uladislau Samets
Front-End Confidence factor: 70%
Back End Estimate: XXXL: 30-45 days
Back End Estimator: Viachaslau Khandramai (Inactive)
Back-End Confidence factor: 70%
Development Team: Firebird
PO Rank: 0
Rank: Cornell (Full Sum 2021): R1

 Description   

Current situation or problem:
Item records need to be deleted manually one by one as there is no mechanism to delete a group of records that can be identified either by a submitted list of identifiers or by a simple query.

In scope:

  • Identify records for the deletion by submitting a list of identifiers. Supported identifiers include: item barcodes, item ids (UUIDs), item HRIDs, holdings HRIDs, item accession numbers and item former ids
  • Identify records for the deletion by submitting a simple query, for example by a item barcode
  • Preview the records that will be deleted. The preview can be exported in the .csv format
  • Errors encountered while identifying records are reported and can be exported in the .csv format. The log contains information about affected record (identifier) and the short description of the encountered problem
  • Before the records are deleted, the user will have a chance to review them again before committing.
  • Once committed records without outstanding dependencies are removed from the system (hard delete) and user is notified about the number of deleted records
  • Records that cannot be removed due to the existing dependencies are reported in the error log. The log contains information about affected record (identifier) and short description. The list can be exported in the .csv format
  • Honor the item records dependencies that have been implemented in inventory - for more details see additional information below
  • All other errors encountered during the deletion are reported with the list of record identifiers and description of the problem. The list of errors can be exported and the .csv format
  • Bulk delete of item records requires a separate permission that is independent of the other bulk edit permissions and item delete permissions granted for the deletion of a single record.
  • Accessing matching record files, preview files and error messages through Export Manager

Out of scope:

  1. Soft delete - currently not implemented for item records
  2. Advance query and cross app searches - to be addressed in Orchid and Poppy (R1, R2 2023) releases

Questions:

  • Should bulk edit overwrite the changes made by a user if they were made between the identifiers were submitted and changes were committed? Or should the record be skipped and error message in Error accordion should let the user know about the changes in the version
  • Checking item dependencies will take time considering the number of checks that needs to happen. On larger data set it might take a significant amount of time. Should we limit the number of records that can be deleted or should we provide some visual cues to users when the deletion takes longer?

Use cases:

  1. Have the ability to load a text file with barcodes OR UUID for bulk deletion of items. Partial denial of deletions due to existing dependencies (e.g. checked out) must somehow be indicated and be accessible for further processing (e.g. download log file)
  2. Batch delete items: Identify a batch of item records (e.g. scan barcodes, list of UUIDs, file from query) and delete all of them. It should not be able to delete any that are tied to, e.g., order or user data (item status checked out, on order, etc.) – system either does not delete these or gives warning and requires approval before deleting

Mockups:
TBD

Additional information:
1. List of currently known item record dependencies (covered by UIIN-534 Closed , UIIN-888 Closed and UIIN-2077 Closed ):

  • item status : Checked out, On order
  • there is a request associated with the item
  • circulation log reference
  • patron notices?

2. Bulk edit use cases: https://folio-org.atlassian.net/wiki/display/BULKEDIT/Bulk+Edit+Use+Cases



 Comments   
Comment by Erin Nettifee [ 23/Nov/22 ]

RA is having discussions about item deletions as some of Inventory's behavior has not caught up with the introduction of new item statuses. We are tracking discussions in a Google spreadsheet - https://docs.google.com/spreadsheets/d/1Ws3P76LimI6MsYBp_f-Un4Ghzz_k_B0lXYCKi8Em8AI/edit?usp=sharing

Comment by Magda Zacharska [ 08/May/23 ]

Moving LC1 label from epic to defining features with Caitlin Stewart permission.

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