Ordering functionality that FOLIO needs to stay competitive (UXPROD-3440)

[UXPROD-4589] Submit Orders via automated email integration Created: 07/Dec/23  Updated: 06/Feb/24

Status: Draft
Project: UX Product
Components: Acquisitions
Affects versions: None
Fix versions: None
Parent: Ordering functionality that FOLIO needs to stay competitive

Type: New Feature Priority: P3
Reporter: Björn Muschall Assignee: Joseph Reimers
Resolution: Unresolved Votes: 18
Labels: acq-sig-topics, acquisitions
Remaining Estimate: Not Specified
Time Spent: Not Specified
Original estimate: Not Specified

Issue links:
Relates
relates to UXPROD-1129 Manage communication of individual Pu... Analysis Complete
Epic Link: Ordering functionality that FOLIO needs to stay competitive
Development Team: Leipzig
PO Rank: 0
RCA Group: TBD

 Description   

Current situation or problem:

This is an enhanced requirement of UXPROD-1129 Analysis Complete but does not replace it. The German Acq group proposes an automated email integration for sending Orders to vendors and other organizations. Although the existing EDIFACT integration is the preferred integration, some suppliers do not offer EDIFACT integration, especially smaller vendors. In many cases, EDIFACT cannot be used, especially in national and state libraries, which order deposit copies from societies and non-profit organizations. For example, the SLUB Dresden sends around 2500-3500 orders per year via e-mail based on a currently automated ILS process. This cannot be done manually or as descibed in UXPROD-1129 Analysis Complete .

In the German speaking (D-A-CH) region, automated email dispatch is highly prioritised. If confirmed by PO development will be picked up by German institutions as soon as resources are available.

In scope

  • Add another integration method (integration detail) to Organizations app, in addition to EDIFACT including scheduling capability as already given for EDIFACT integration
  • Add email templates with tokens to email integration method
  • Automatically assign integration method according to linked organization in Purchase order 
  • Display integration method in PO
  • Select order mail template in PO
  • Scheduled, cumulated email dispatch
  • Logging and error handling

Out of scope

  • Mentioned as a requirement but not part of this UXPROD is the generation and sending of XML files (tbd) via email attachment. The relevance of this is to be investigated further.

Use case(s)

  • vendors and non-profit organizations without EDIFACT integration, i.e. ordering deposit copies

Proposed solution/stories

Preliminary proposal for implementation from German Acq group:

Organizations app:

  • Add email integration (details) to Organizations app as another intagration method, including email address and mail template, more if necessary
  • Add capability to create more then one order mail templates per integration including the support of various necessary tokens
  • Add scheduling functionality (corresponding to EDIFACT Scheduling) that triggers a cumulated email dispatch - all orders for one vendor are send in one email

Orders app:

  • Default-selection of integration method (EDIFACT or email) by linking vendor / organization in PO
  • There should be no manual selection of integration method per PO
  • Display integration method of linked vendor in PO
  • Selection of email template configured in Organizations app

Scheduled email dispatch

  • Based on the scheduled time setting in email integration details (Organizations) and selected mail template (Orders/PO) a cumulated email dispatch is executed - all orders for one vendor are send in one email
  • Cancellations of orders should also be sent automatically

Logging and error handling

  • This should ensure that orders have been sent correctly
  • This is also not available for EDIFACT so far and could be designed and implemented for both integration methods

Links to additional info

https://folio-org.atlassian.net/wiki/display/Deutsche/%5BEnglish%5D+Order+dispatch+-+proposals

Questions

In some institutions, a dispatch/send date of the order (not yet existing) should trigger the claiming process instead of Date opened (already existing). This is true for email dispatch as well as EDIFACT (out of scope)


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