Features that will be implemented to enhance FOLIO's ability to support consortia (Phase 1) (UXPROD-4049)

[UXPROD-4278] Sharing & Linking MARC authority records Created: 09/May/23  Updated: 19/Dec/23  Resolved: 19/Dec/23

Status: Closed
Project: UX Product
Components: None
Affects versions: None
Fix versions: Poppy (R2 2023)
Parent: Features that will be implemented to enhance FOLIO's ability to support consortia (Phase 1)

Type: New Feature Priority: P1
Reporter: Christine Schultz-Richert Assignee: Christine Schultz-Richert
Resolution: Done Votes: 0
Labels: LC1, at-risk, consortia, data-import, ecs, inventory, metadatamanagement
Remaining Estimate: Not Specified
Time Spent: Not Specified
Original estimate: Not Specified

Issue links:
Defines
is defined by MODELINKS-124 Adjust links suggestion for consortium Closed
is defined by UIIN-2540 CLONE - Link Shared MARC bib record t... Closed
is defined by UIMARCAUTH-317 CLONE - Link Local MARC bib record to... Closed
is defined by UIQM-559 Enable auto-linking for Local MARC Bi... Closed
is defined by UISAUTCOMP-72 CLONE - Link Shared MARC bib record t... Closed
Relates
relates to UXPROD-4141 Import and create/update a shared ins... Closed
relates to MODINV-879 Unlink local MARC authorities from sh... Closed
relates to MODINV-890 Unlink local MARC authorities from sh... Closed
relates to UIIN-2575 Confirmation modal: Unlink local MARC... Closed
relates to UIIN-2555 Clicking on the "Linked to MARC autho... Closed
relates to MODELINKS-118 Field is unlinked (or not linked) dur... Closed
relates to MODELINKS-119 Controlled field of Local MARC bib is... Closed
relates to MODELINKS-128 Local MARC bib record cannot be opene... Closed
relates to UIQM-571 Local MARC bib record cannot be opene... Closed
relates to FOLIO-3862 Spike | Investigate if Data import ta... Closed
relates to MODINV-878 Missed source field during authority ... Closed
relates to FAT-8641 Review of C407693 test case Closed
relates to FAT-8799 Review of C407696 test case Closed
Requires
requires MODDATAIMP-901 Create and Update Shared MARC authori... Closed
requires MODELINKS-116 Consortium Authority Propagation Closed
requires MODINVSTOR-1071 Processing shared authority records Closed
requires MODINVSTOR-1075 Be able to determine if module is in ... Closed
requires MODSOURMAN-997 Consortia authority records should be... Closed
requires UIPFAUTH-76 Link Local MARC bib record to Shared ... Closed
requires UIQM-547 Link Shared MARC bib record to Shared... Closed
requires MODDATAIMP-926 Update status to "Completed with erro... Closed
Release: Poppy (R2 2023)
Epic Link: Features that will be implemented to enhance FOLIO's ability to support consortia (Phase 1)
Front End Estimate: Very Small (VS) < 1day
Front End Estimator: Khalilah Gambrell
Front-End Confidence factor: 80%
Back End Estimate: XXXL: 30-45 days
Back End Estimator: Khalilah Gambrell
Back-End Confidence factor: 80%
Development Team: Spitfire
PO Rank: 0
Rank: Cornell (Full Sum 2021): R5

 Description   

Current situation or problem: Consortia members must have the ability to collaborate in contributing and managing cataloging records. 

In scope

  • Importing authority records in central tenant allows authority records to be shared and discoverable to all member tenants
  • Importing authority records in member tenant creates a new local authority record that cannot yet be shared to the consortium
  • Once shared user must have permission to edit MARC authority records at consortia level to be able to edit the record further
  • Once shared the MARC authority record will be available to all member libraries
  • Users must be able to link both local and shared Instances to shared MARC authority records

Out of scope

  • Ability to "unshare" a record
  • Ability to share an authority record created via DI at the member tenant level
  • Initially, creating new MARC authority record from UI

Additional information:

Notes

  • If member tenant changes autolinking settings from those set up in the central tenant, autolinking may not work as expected. These settings need to be the same across tenants


 Comments   
Comment by Kalibek Turgumbayev [ 02/Jun/23 ]

Should be implemented similarly to Shared Instance import  in consortia (https://folio-org.atlassian.net/browse/UXPROD-4141). 

Comment by Pavlo Smahin [ 07/Jun/23 ]

Hi Christine Schultz-Richert, as I understand it is expected that authority will be imported to a central tenant and then automatically shared with member tenants. But there is still an ability to use data import for creating local authorities in member tenants. How we have to deal with these local records?

Comment by Christine Schultz-Richert [ 07/Jun/23 ]

Hi Pavlo Smahin - the ability to create new local authorities via data import in member tenants will be disallowed with the absence of appropriate permissions. However, if the permissions are for some reason turned on and a user does import an authority record into an individual member tenant, I would expect that the central tenant would not need a mechanism to index that record. I'm assuming this means that the record would not be discoverable in the UI, is that correct? 

Comment by Pavlo Smahin [ 07/Jun/23 ]

I'm not sure that there is some possibility exist to restrict via permissions using some data-import profiles, only running a job could be restricted. Please correct me if I don't know something and provide details on how this could be achieved.

We could restrict such records to be not indexed and not searchable, but without changes they will be indexed.

Comment by Valery_Pilko [ 13/Jun/23 ]

Hi Christine Schultz-Richert 
I have some questions about linking:
 Are the following scenarios correct?

Scenario 1:
GIVEN shared "MARC authority" record is linked with shared "MARC Bib" in Central tenant
AND same shared "MARC authority" record is linked with local "MARC Bib" in Member tenant
WHEN member tenant's user will find linked "MARC authority" record in "MARC authority" app
THEN "2" value will display in "Number of titles" column of linked "MARC authority" record

Scenario 2:
GIVEN shared "MARC authority" record is linked with shared "MARC Bib" in Central tenant
AND same shared "MARC authority" record is linked with local "MARC Bib" in Member tenant
WHEN central tenant's user will find linked "MARC authority" record in "MARC authority" app
THEN "1" value will display in "Number of titles" column of linked "MARC authority" record

Comment by Christine Schultz-Richert [ 13/Jun/23 ]

Hey Valery_Pilko  - Scenario 1 is correct; however, in Scenario 2, the central tenant index should also contain the local member tenant records so the user should also see "2" in "Number of titles" column.

Pavlo Smahin - am I correct on above, that the central index would include both the shared bibliographic records and any that were local to the member tenants?

Comment by Pavlo Smahin [ 13/Jun/23 ]

Hey Christine Schultz-Richert, there is still no confidence in how mod-search will handle all this. We still have discussions if there will be one shared index, many member indexes, or many member and one shared indexes.

Comment by Valery_Pilko [ 04/Jul/23 ]

Hi Christine Schultz-Richert 
I have a couple questions:
1) Is it possible to update Shared MARC authority via "Data import" app from Member tenant?
2) Is it possible to edit Shared MARC authority via "UI" app from Member tenant?
3) Is it possible to delete Shared MARC authority via "UI" app from Member tenant?

Comment by Christine Schultz-Richert [ 04/Aug/23 ]

Hey Valery_Pilko - for documentation, here are the responses:

  1. Yes, it is possible as long as the user has permissions in both the member and central tenants (without permissions, no action should be taken on the Shared record)
  2. Yes, it is possible to edit a Shared MARC authority record via UI from member tenant, with permissions in the central tenant
  3. Yes, it is possible to delete a Shared MARC authority record via UI from member tenant, with permissions in the central tenant
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