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    <title>FOLIO Jira</title>
    <link>https://folio-org.atlassian.net</link>
    <description>This file is an XML representation of an issue</description>
    <language>en-us</language>    <build-info>
        <version>1001.0.0-SNAPSHOT</version>
        <build-number>100246</build-number>
        <build-date>07-02-2024</build-date>
    </build-info>

<item>
            <title>[FOLIO-1781] Change metadata when user performing action is unknown</title>
                <link>https://folio-org.atlassian.net/browse/FOLIO-1781</link>
                <project id="10290" key="FOLIO">FOLIO</project>
                    <description>&lt;p&gt;What should the &lt;tt&gt;created by&lt;/tt&gt; / &lt;tt&gt;updated by&lt;/tt&gt; change metadata be when the performing user is unknown (i.e. an anonymous request)?&lt;/p&gt;</description>
                <environment></environment>
        <key id="81109">FOLIO-1781</key>
            <summary>Change metadata when user performing action is unknown</summary>
                <type id="10003" iconUrl="https://folio-org.atlassian.net/rest/api/2/universal_avatar/view/type/issuetype/avatar/10318?size=medium">Task</type>
                                            <priority id="10001" iconUrl="https://dev.folio.org/assets/jira-priority/jira-p2.svg">P2</priority>
                        <status id="6" iconUrl="https://folio-org.atlassian.net/images/icons/statuses/closed.png" description="The issue is considered finished, the resolution is correct. Issues which are closed can be reopened.">Closed</status>
                    <statusCategory id="3" key="done" colorName="green"/>
                                    <resolution id="10003">Done</resolution>
                                                        <assignee accountid="-1">Unassigned</assignee>
                                                                <reporter accountid="63e2a2771b13d42998e4e706">Marc Johnson</reporter>
                                    <labels>
                            <label>platform-backlog</label>
                            <label>potential-decision</label>
                    </labels>
                <created>Tue, 5 Feb 2019 12:21:35 +0000</created>
                <updated>Wed, 7 Apr 2021 05:42:26 +0000</updated>
                            <resolved>Mon, 16 Sep 2019 11:54:56 +0000</resolved>
                                                                        <due></due>
                            <votes>0</votes>
                                    <watches>12</watches>
                                                                <comments>
                                                            <comment id="195309" author="5af5e627525ba96b58654f12" created="Tue, 5 Feb 2019 16:00:38 +0000"  >&lt;p&gt;Comments from &lt;a href=&quot;https://folio-org.atlassian.net/secure/ViewProfile.jspa?accountId=63e2a2771b13d42998e4e706&quot; class=&quot;user-hover&quot; rel=&quot;63e2a2771b13d42998e4e706&quot; data-account-id=&quot;63e2a2771b13d42998e4e706&quot; accountid=&quot;63e2a2771b13d42998e4e706&quot; rel=&quot;noreferrer&quot;&gt;Marc Johnson&lt;/a&gt; in the # development Slack channel:&lt;/p&gt;

&lt;p&gt;&lt;b&gt;Example Scenarios&lt;/b&gt;&lt;/p&gt;

&lt;p&gt;1. Denying login following a number of failed login attempts (mod-users-bl has module permissions to update users in storage)&lt;br/&gt;
2. Creation of reference or sample records during tenant activation&lt;/p&gt;

&lt;p&gt;&lt;b&gt;Options&lt;/b&gt;&lt;/p&gt;

&lt;p&gt;1. Use a nil UUID by default&lt;br/&gt;
2. Provide a specific, well known UUID for an anonymous or system user (might be 1, 2 or more special known values)&lt;br/&gt;
3. Do not have a created by / updated by under these circumstances&lt;/p&gt;

&lt;p&gt;&lt;b&gt;Questions&lt;/b&gt;&lt;br/&gt;
1. How should clients interpret these options?&lt;br/&gt;
2. What impact do these options have upon the trust placed upon these properties?&lt;/p&gt;

&lt;p&gt;&lt;b&gt;Personal Thoughts&lt;/b&gt;&lt;/p&gt;

&lt;p&gt;We are trying to decide what to do when we don&#8217;t know who or what is making a change, &lt;b&gt;and&lt;/b&gt; we are allowing it because authorisation has been performed in another way.&lt;/p&gt;

&lt;p&gt;I don&#8217;t understand the value of interpreting `we don&apos;t know` by inferring that it can be a well known user. What is the value in doing that? I don&#8217;t think we can trust that value, as anything can choose one of those specific, well known, values.&lt;/p&gt;

&lt;p&gt;My preference is to explicitly record that `we don&apos;t know`. For that I would prefer the properties are omitted (rather than null) and not a special `nil` value, as I believe these are harder to interpret and require special logic to understand (or will just be a failed de-reference request to users)&lt;/p&gt;

&lt;p&gt;This leaves us the option to expand to the use of specific values in the future if we want, and can trust their usage.&lt;/p&gt;</comment>
                                                            <comment id="195316" author="5af5e627525ba96b58654f12" created="Tue, 5 Feb 2019 16:32:22 +0000"  >&lt;p&gt;&lt;a href=&quot;https://folio-org.atlassian.net/secure/ViewProfile.jspa?accountId=63e2a2771b13d42998e4e706&quot; class=&quot;user-hover&quot; rel=&quot;63e2a2771b13d42998e4e706&quot; data-account-id=&quot;63e2a2771b13d42998e4e706&quot; accountid=&quot;63e2a2771b13d42998e4e706&quot; rel=&quot;noreferrer&quot;&gt;Marc Johnson&lt;/a&gt;: Here&apos;s a few more use case examples from acquisitions and data import:&lt;/p&gt;

&lt;p&gt;1. we have system-supplied default file extension settings (see Settings/Data Import/File Extension). In the detail record, we&apos;ll want to show the standard metadata component with the Created When, Created By, Last Updated When, Last Updated By data elements. Should the &quot;by&quot; data elements be handled with a &quot;system&quot; user ID?&lt;/p&gt;

&lt;p&gt;2. User orders something on a vendor site. There is a FOLIO API that creates the FOLIO order automatically, using the data supplied from a vendor. We&apos;re just starting to figure out who we should assign as the as the Created By user. FOLIO? System? Anonymous? The vendor name?&lt;/p&gt;

&lt;p&gt;3. With Data Import, we will have many cases where a file is being uploaded, and CRUDing various types of records in SRS, MARCcat, Inventory, Orders, and Invoices. Should those records have created by/updated by of System? or Data Import? Even though a person will be managing the import process, it doesn&apos;t really seem right to assign that person&apos;s user ID as the Create/Update ID, since they didn&apos;t manually make the changes.&lt;/p&gt;

&lt;p&gt;4. In Settings/Inventory, there are many default/system-supplied &quot;types&quot; with a source of FOLIO. I&apos;m not sure if that&apos;s the same as Created By, and based on a user ID or a different type of data element, but it seems worth reviewing.&lt;/p&gt;

&lt;p&gt;And a general question - if we leave it blank/unassigned, won&apos;t that mess up many data schemas where created by/updated by is a required data element? &lt;/p&gt;</comment>
                                                            <comment id="195322" author="557058:b8e64633-1f7c-402d-9caf-9959a5ba5d0d" created="Tue, 5 Feb 2019 18:33:20 +0000"  >&lt;p&gt;Some comments based on the conversation we had about it:&lt;/p&gt;

&lt;ul&gt;
	&lt;li&gt;since the platform allows for anonymous requests (anonymous tokens) it is honest to keep the change metadata fields nil to represent this fact. What needs to be done in this case is to make sure the code handling change metadata can handle nil fields without problem. The solution proposed via a PR in 
    &lt;span class=&quot;jira-issue-macro resolved&quot; data-jira-key=&quot;RMB-320&quot; &gt;
                &lt;a href=&quot;https://folio-org.atlassian.net/browse/RMB-320&quot; class=&quot;jira-issue-macro-key issue-link&quot;  title=&quot;Updating records containing metadata causes exceptions in database trigger&quot; &gt;
            &lt;img class=&quot;icon&quot; src=&quot;https://folio-org.atlassian.net/rest/api/2/universal_avatar/view/type/issuetype/avatar/10303?size=medium&quot; /&gt;
            RMB-320
        &lt;/a&gt;
                                                    &lt;span class=&quot;aui-lozenge aui-lozenge-subtle aui-lozenge-success jira-macro-single-issue-export-pdf&quot;&gt;Closed&lt;/span&gt;
            &lt;/span&gt;
 (setting a dummy user during a record update) acts as a workaround for the storage layer modules that use RMB only.&lt;/li&gt;
&lt;/ul&gt;


&lt;ul&gt;
	&lt;li&gt;on 
    &lt;span class=&quot;jira-issue-macro resolved&quot; data-jira-key=&quot;RMB-320&quot; &gt;
                &lt;a href=&quot;https://folio-org.atlassian.net/browse/RMB-320&quot; class=&quot;jira-issue-macro-key issue-link&quot;  title=&quot;Updating records containing metadata causes exceptions in database trigger&quot; &gt;
            &lt;img class=&quot;icon&quot; src=&quot;https://folio-org.atlassian.net/rest/api/2/universal_avatar/view/type/issuetype/avatar/10303?size=medium&quot; /&gt;
            RMB-320
        &lt;/a&gt;
                                                    &lt;span class=&quot;aui-lozenge aui-lozenge-subtle aui-lozenge-success jira-macro-single-issue-export-pdf&quot;&gt;Closed&lt;/span&gt;
            &lt;/span&gt;
 and on the #development channel some comments indicated that the platform should not allow anonymous requests (audits, etc) and instead introduce special user accounts that are used when performing those requests. This would require changes to core FOLIO components (mod-authtoken, Okapi).&lt;/li&gt;
&lt;/ul&gt;
</comment>
                                                            <comment id="195327" author="5cf6c546b87c300f36eb7b9a" created="Tue, 5 Feb 2019 19:34:11 +0000"  >&lt;blockquote&gt;&lt;p&gt;2. User orders something on a vendor site. There is a FOLIO API that creates the FOLIO order automatically, using the data supplied from a vendor. We&apos;re just starting to figure out who we should assign as the as the Created By user. FOLIO? System? Anonymous? The vendor name?&lt;/p&gt;&lt;/blockquote&gt;

&lt;p&gt;&lt;a href=&quot;https://folio-org.atlassian.net/secure/ViewProfile.jspa?accountId=5af5e627525ba96b58654f12&quot; class=&quot;user-hover&quot; rel=&quot;5af5e627525ba96b58654f12&quot; data-account-id=&quot;5af5e627525ba96b58654f12&quot; accountid=&quot;5af5e627525ba96b58654f12&quot; rel=&quot;noreferrer&quot;&gt;Ann-Marie Breaux&lt;/a&gt; The way we handle this for GOBI integration is as follows:&lt;/p&gt;

&lt;ul&gt;
	&lt;li&gt;Someone places an order on the vendors site (e.g. GOBI).&lt;/li&gt;
	&lt;li&gt;The vendor site sends a request to the configured edge API, providing an API key (edge-orders in this case)&lt;/li&gt;
	&lt;li&gt;edge-orders parses the API key into it&apos;s parts:  salt, username, tenantId&lt;/li&gt;
	&lt;li&gt;edge-orders looks up the credentials for that salt/user/tenant&lt;/li&gt;
	&lt;li&gt;edge-orders logs into FOLIO and gets back an OKAPI Token&lt;/li&gt;
	&lt;li&gt;edge-orders makes calls into FOLIO using this token (e.g. to mod-gobi)&lt;/li&gt;
	&lt;li&gt;mod-gobi maps the request into something understood by FOLIO using tenant specific or default mappings. Gathering data from other sources when needed, e.g.
	&lt;ul&gt;
		&lt;li&gt;look up the vendor UUID from mod-vendors&lt;/li&gt;
		&lt;li&gt;get the user&apos;s ID from the OKAPI Token&lt;/li&gt;
		&lt;li&gt;etc.&lt;/li&gt;
	&lt;/ul&gt;
	&lt;/li&gt;
	&lt;li&gt;mod-gobi sends a request to mod-orders to place the order&lt;/li&gt;
	&lt;li&gt;mod-orders calls mod-orders-storage to persist the order&lt;/li&gt;
	&lt;li&gt;A response propagates back up the call stack to the vendor system.&lt;/li&gt;
&lt;/ul&gt;


&lt;p&gt;So the &lt;tt&gt;createdBy&lt;/tt&gt; field on the orders record(s) in this scenario would be set to the UUID of the institutional user provisioned for use by edge-orders.&lt;/p&gt;</comment>
                                                            <comment id="195333" author="5cf6c546b87c300f36eb7b9a" created="Tue, 5 Feb 2019 19:47:35 +0000"  >&lt;blockquote&gt;&lt;p&gt;1. we have system-supplied default file extension settings (see Settings/Data Import/File Extension). In the detail record, we&apos;ll want to show the standard metadata component with the Created When, Created By, Last Updated When, Last Updated By data elements. Should the &quot;by&quot; data elements be handled with a &quot;system&quot; user ID?&lt;/p&gt;

&lt;p&gt;...elided...&lt;/p&gt;

&lt;p&gt;4. In Settings/Inventory, there are many default/system-supplied &quot;types&quot; with a source of FOLIO. I&apos;m not sure if that&apos;s the same as Created By, and based on a user ID or a different type of data element, but it seems worth reviewing.&lt;/p&gt;&lt;/blockquote&gt;

&lt;p&gt;&lt;a href=&quot;https://folio-org.atlassian.net/secure/ViewProfile.jspa?accountId=5af5e627525ba96b58654f12&quot; class=&quot;user-hover&quot; rel=&quot;5af5e627525ba96b58654f12&quot; data-account-id=&quot;5af5e627525ba96b58654f12&quot; accountid=&quot;5af5e627525ba96b58654f12&quot; rel=&quot;noreferrer&quot;&gt;Ann-Marie Breaux&lt;/a&gt; I think you&apos;re talking about reference or sample data in both of these cases, right?  If so, and the modules implement the reference/sample data loading via the mechanism described in 
    &lt;span class=&quot;jira-issue-macro resolved&quot; data-jira-key=&quot;FOLIO-1519&quot; &gt;
                &lt;a href=&quot;https://folio-org.atlassian.net/browse/FOLIO-1519&quot; class=&quot;jira-issue-macro-key issue-link&quot;  title=&quot;Automatic loading of sample and reference data&quot; &gt;
            &lt;img class=&quot;icon&quot; src=&quot;https://folio-org.atlassian.net/rest/api/2/universal_avatar/view/type/issuetype/avatar/10307?size=medium&quot; /&gt;
            FOLIO-1519
        &lt;/a&gt;
                                                    &lt;span class=&quot;aui-lozenge aui-lozenge-subtle aui-lozenge-success jira-macro-single-issue-export-pdf&quot;&gt;Closed&lt;/span&gt;
            &lt;/span&gt;
, the createdBy field would (or at least could/should?) be that of the user which made the call to the tenant API (or to OKAPI to install/upgrade/enable the module for a tenant)... That said, this approach to loading sample/reference data is fairly new and hasn&apos;t been widely adopted yet, so it&apos;s still a fair point to bring up here.  &lt;/p&gt;</comment>
                                                            <comment id="195339" author="5cf6c546b87c300f36eb7b9a" created="Tue, 5 Feb 2019 19:50:36 +0000"  >&lt;blockquote&gt;&lt;p&gt;3. With Data Import, we will have many cases where a file is being uploaded, and CRUDing various types of records in SRS, MARCcat, Inventory, Orders, and Invoices. Should those records have created by/updated by of System? or Data Import? Even though a person will be managing the import process, it doesn&apos;t really seem right to assign that person&apos;s user ID as the Create/Update ID, since they didn&apos;t manually make the changes.&lt;/p&gt;&lt;/blockquote&gt;

&lt;p&gt;I personally don&apos;t have a problem with these records being &quot;createdBy&quot; or &quot;updatedBy&quot; the user managing the import process... They took some action which caused records to be created/updated, why does it matter if the creation/modification of records happened directly or indirectly?  Just my two cents.&lt;/p&gt;</comment>
                                                            <comment id="195344" author="5af5e627525ba96b58654f12" created="Tue, 5 Feb 2019 19:53:08 +0000"  >&lt;p&gt;Thanks for the clarifications, &lt;a href=&quot;https://folio-org.atlassian.net/secure/ViewProfile.jspa?accountId=5cf6c546b87c300f36eb7b9a&quot; class=&quot;user-hover&quot; rel=&quot;5cf6c546b87c300f36eb7b9a&quot; data-account-id=&quot;5cf6c546b87c300f36eb7b9a&quot; accountid=&quot;5cf6c546b87c300f36eb7b9a&quot; rel=&quot;noreferrer&quot;&gt;Craig McNally&lt;/a&gt;. I may not understand the definition of sample/reference data. These are definitely system-supplied settings that will be filled automatically. It&apos;s not fake data. We&apos;re not expecting the tenant to wipe it out and replace it. Tenants will have the option of manually adding other settings; for those, the user ID would be the individual user who created/updated it. Would the system-supplied settings data be reference/sample data in this case? &lt;/p&gt;</comment>
                                                            <comment id="195349" author="5cf6c546b87c300f36eb7b9a" created="Tue, 5 Feb 2019 19:55:27 +0000"  >&lt;blockquote&gt;&lt;p&gt;Denying login following a number of failed login attempts (mod-users-bl has module permissions to update users in storage)&lt;/p&gt;&lt;/blockquote&gt;

&lt;p&gt;I think this scenario makes the most compelling case for a system or anonymous user ID since there are changes being made which are the result of someone that isn&apos;t logged into the system.&lt;/p&gt;</comment>
                                                            <comment id="195353" author="5cf6c546b87c300f36eb7b9a" created="Tue, 5 Feb 2019 20:00:31 +0000"  >&lt;blockquote&gt;&lt;p&gt;I may not understand the definition of sample/reference data. These are definitely system-supplied settings that will be filled automatically. It&apos;s not fake data. We&apos;re not expecting the tenant to wipe it out and replace it. Tenants will have the option of manually adding other settings; for those, the user ID would be the individual user who created/updated it. Would the system-supplied settings data be reference/sample data in this case?&lt;/p&gt;&lt;/blockquote&gt;

&lt;p&gt;I would call that reference data.  An example of sample data is what we have in the orders app...  I grouped them together because the preferred mechanism for loading them is essentially the same.  However, their intended use is not.  The way I understand it is there&apos;s a fair chance that reference data would be loaded in a production system and possibly augmented to suit the tenant&apos;s needs.  OTOH I&apos;d say there&apos;s a very slim chance that sample data would be loaded in a production system - it&apos;s essentially for testing/demo/dev purposes.&lt;/p&gt;</comment>
                                                            <comment id="195359" author="5af5e627525ba96b58654f12" created="Tue, 5 Feb 2019 20:11:32 +0000"  >&lt;p&gt;&lt;a href=&quot;https://folio-org.atlassian.net/secure/ViewProfile.jspa?accountId=5cf6c546b87c300f36eb7b9a&quot; class=&quot;user-hover&quot; rel=&quot;5cf6c546b87c300f36eb7b9a&quot; data-account-id=&quot;5cf6c546b87c300f36eb7b9a&quot; accountid=&quot;5cf6c546b87c300f36eb7b9a&quot; rel=&quot;noreferrer&quot;&gt;Craig McNally&lt;/a&gt; So yes, it sounds like it is reference data. You said that the createdBy field would (or at least could/should?) be that of the user which made the call to the tenant API (or to OKAPI to install/upgrade/enable the module for a tenant). What would that look like in the UI? Whatever we want? So we could just call it SYSTEM for the UI display?&lt;/p&gt;</comment>
                                                            <comment id="195363" author="5cf6c546b87c300f36eb7b9a" created="Wed, 6 Feb 2019 14:34:10 +0000"  >&lt;p&gt;&lt;a href=&quot;https://folio-org.atlassian.net/secure/ViewProfile.jspa?accountId=5af5e627525ba96b58654f12&quot; class=&quot;user-hover&quot; rel=&quot;5af5e627525ba96b58654f12&quot; data-account-id=&quot;5af5e627525ba96b58654f12&quot; accountid=&quot;5af5e627525ba96b58654f12&quot; rel=&quot;noreferrer&quot;&gt;Ann-Marie Breaux&lt;/a&gt; I had a realization while typing a response to your question... The user enabling modules for tenants might actually belong to the supertenant.  This would likely be the case in a multi-tenant system.  In this case, the UUID in the createdBy field of the reference data wouldn&apos;t be resolvable to any user record in the tenant&apos;s user table, and therefore you wouldn&apos;t be able to get the user information (username for instance) for display in the UI.  This means the UI would have to make some uninformed decision about that UUID... If we can&apos;t resolve the UUID, do we assume it&apos;s valid and display some canned value, e.g. &quot;System&quot;?  That&apos;s certainly not ideal, nor is displaying the UUID.&lt;/p&gt;

&lt;p&gt;I spoke with &lt;a href=&quot;https://folio-org.atlassian.net/secure/ViewProfile.jspa?accountId=5cf6c265e7d2310e9fc0c5ac&quot; class=&quot;user-hover&quot; rel=&quot;5cf6c265e7d2310e9fc0c5ac&quot; data-account-id=&quot;5cf6c265e7d2310e9fc0c5ac&quot; accountid=&quot;5cf6c265e7d2310e9fc0c5ac&quot; rel=&quot;noreferrer&quot;&gt;VBar&lt;/a&gt; and he has some ideas for addressing this.  I believe he&apos;s planning on responding here with details.&lt;/p&gt;</comment>
                                                            <comment id="195368" author="5cf6c265e7d2310e9fc0c5ac" created="Thu, 7 Feb 2019 21:46:28 +0000"  >&lt;p&gt;Here are my thoughts on the broader topic of &quot;anonymous user activity&quot;. &lt;/p&gt;

&lt;p&gt;&lt;b&gt;I don&#8217;t think there should ever be any empty or anonymous metadata changes &quot;bylines&quot;.&lt;/b&gt; There should always be a &lt;em&gt;context&lt;/em&gt; available to record - otherwise the lack of traceability and accountability will inevitably bite us sooner or later. &lt;/p&gt;

&lt;p&gt;I do mean &lt;em&gt;context&lt;/em&gt; rather than &lt;em&gt;user&lt;/em&gt; since there are many situations where changes are being performed without the intervention of a specific user.&lt;/p&gt;

&lt;p&gt;&#8226; If something is being done broadly in the context of a &lt;ins&gt;tenant&lt;/ins&gt;, then I would recommend formalizing the notion of an &quot;&lt;em&gt;institutional user&lt;/em&gt;&quot; that acts as a proxy for the tenant as a whole. We already use this approach for RTAC Edge API activity. That implementation is currently fragile however, as it relies on an ordinary user record which can easily be deleted through regular user management activities. Furthermore, tenant provisioning would ideally automatically add one of these for any tenant that is created.&lt;br/&gt;
&#8226; We should definitely stay away from using a NULL/NIL (or all-0) UUID to represent a system user, in any case. I think that it would be a good idea to systematically create an actual systemID UUID for each and every Folio deployment - that&apos;s the system. It could be used when recording system activity. We will be happy to have those in place as soon as we start tackling the problem of communications between folio installations.&lt;/p&gt;</comment>
                    </comments>
                <issuelinks>
                            <issuelinktype id="10003">
                    <name>Relates</name>
                                            <outwardlinks description="relates to">
                                        <issuelink>
            <issuekey id="56608">RMB-373</issuekey>
        </issuelink>
            <issuelink>
            <issuekey id="57119">RMB-459</issuekey>
        </issuelink>
            <issuelink>
            <issuekey id="57007">RMB-353</issuekey>
        </issuelink>
            <issuelink>
            <issuekey id="79899">FOLIO-1786</issuekey>
        </issuelink>
                            </outwardlinks>
                                                                <inwardlinks description="relates to">
                                        <issuelink>
            <issuekey id="57989">MODSOURMAN-432</issuekey>
        </issuelink>
            <issuelink>
            <issuekey id="57037">RMB-320</issuekey>
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