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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>
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<item>
            <title>[UXPROD-4589] Submit Orders via automated email integration</title>
                <link>https://folio-org.atlassian.net/browse/UXPROD-4589</link>
                <project id="10000" key="UXPROD">UX Product</project>
                    <description>&lt;p&gt;&lt;b&gt;Current situation or problem&lt;/b&gt;:&lt;/p&gt;

&lt;p&gt;This is an enhanced requirement of 
    &lt;span class=&quot;jira-issue-macro&quot; data-jira-key=&quot;UXPROD-1129&quot; &gt;
                &lt;a href=&quot;https://folio-org.atlassian.net/browse/UXPROD-1129&quot; class=&quot;jira-issue-macro-key issue-link&quot;  title=&quot;Manage communication of individual Purchase Order information with vendor via email&quot; &gt;
            &lt;img class=&quot;icon&quot; src=&quot;https://folio-org.atlassian.net/rest/api/2/universal_avatar/view/type/issuetype/avatar/10322?size=medium&quot; /&gt;
            UXPROD-1129
        &lt;/a&gt;
                                                    &lt;span class=&quot;aui-lozenge aui-lozenge-subtle aui-lozenge-success jira-macro-single-issue-export-pdf&quot;&gt;Analysis Complete&lt;/span&gt;
            &lt;/span&gt;
 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 
    &lt;span class=&quot;jira-issue-macro&quot; data-jira-key=&quot;UXPROD-1129&quot; &gt;
                &lt;a href=&quot;https://folio-org.atlassian.net/browse/UXPROD-1129&quot; class=&quot;jira-issue-macro-key issue-link&quot;  title=&quot;Manage communication of individual Purchase Order information with vendor via email&quot; &gt;
            &lt;img class=&quot;icon&quot; src=&quot;https://folio-org.atlassian.net/rest/api/2/universal_avatar/view/type/issuetype/avatar/10322?size=medium&quot; /&gt;
            UXPROD-1129
        &lt;/a&gt;
                                                    &lt;span class=&quot;aui-lozenge aui-lozenge-subtle aui-lozenge-success jira-macro-single-issue-export-pdf&quot;&gt;Analysis Complete&lt;/span&gt;
            &lt;/span&gt;
.&lt;/p&gt;

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

&lt;p&gt;&lt;b&gt;In scope&lt;/b&gt;&lt;/p&gt;

&lt;ul&gt;
	&lt;li&gt;Add another integration method (integration detail) to Organizations app, in addition to EDIFACT including&#160;scheduling capability as already given for EDIFACT integration&lt;/li&gt;
	&lt;li&gt;Add email templates with tokens to email integration method&lt;/li&gt;
	&lt;li&gt;Automatically assign integration method according to linked organization in Purchase order&#160;&lt;/li&gt;
	&lt;li&gt;Display integration method in PO&lt;/li&gt;
	&lt;li&gt;Select order mail template in PO&lt;/li&gt;
	&lt;li&gt;Scheduled, cumulated email dispatch&lt;/li&gt;
	&lt;li&gt;Logging and error handling&lt;/li&gt;
&lt;/ul&gt;


&lt;p&gt;&lt;b&gt;Out of scope&lt;/b&gt;&lt;/p&gt;

&lt;ul&gt;
	&lt;li&gt;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.&lt;/li&gt;
&lt;/ul&gt;


&lt;p&gt;&lt;b&gt;Use case(s)&lt;/b&gt;&lt;/p&gt;

&lt;ul&gt;
	&lt;li&gt;vendors and non-profit organizations without EDIFACT integration, i.e.&#160;ordering deposit copies&lt;/li&gt;
&lt;/ul&gt;


&lt;p&gt;&lt;b&gt;Proposed solution/stories&lt;/b&gt;&lt;/p&gt;

&lt;p&gt;Preliminary proposal for implementation from German Acq group:&lt;/p&gt;

&lt;p&gt;&lt;ins&gt;Organizations app:&lt;/ins&gt;&lt;/p&gt;

&lt;ul&gt;
	&lt;li&gt;Add email integration (details) to Organizations app as another intagration method, including email address and mail template, more if necessary&lt;/li&gt;
	&lt;li&gt;Add capability to create more then one order mail templates per integration including the support of various necessary tokens&lt;/li&gt;
	&lt;li&gt;Add scheduling functionality (corresponding to EDIFACT &lt;a href=&quot;https://docs.folio.org/docs/acquisitions/organizations/#scheduling&quot; class=&quot;external-link&quot; rel=&quot;nofollow noreferrer&quot;&gt;Scheduling&lt;/a&gt;) that triggers a cumulated email dispatch - all orders for one vendor are send in one email&lt;/li&gt;
&lt;/ul&gt;


&lt;p&gt;&lt;ins&gt;Orders app:&lt;/ins&gt;&lt;/p&gt;

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


&lt;p&gt;&lt;ins&gt;Scheduled email dispatch&lt;/ins&gt;&lt;/p&gt;

&lt;ul&gt;
	&lt;li&gt;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&lt;/li&gt;
	&lt;li&gt;Cancellations of orders should also be sent automatically&lt;/li&gt;
&lt;/ul&gt;


&lt;p&gt;Logging and error handling&lt;/p&gt;

&lt;ul&gt;
	&lt;li&gt;This should ensure that orders have been sent correctly&lt;/li&gt;
	&lt;li&gt;This is also not available for EDIFACT so far and could be designed and implemented for both integration methods&lt;/li&gt;
&lt;/ul&gt;


&lt;p&gt;&lt;b&gt;Links to additional info&lt;/b&gt;&lt;/p&gt;

&lt;p&gt;&lt;a href=&quot;https://folio-org.atlassian.net/wiki/display/Deutsche/%5BEnglish%5D+Order+dispatch+-+proposals&quot; class=&quot;external-link&quot; rel=&quot;nofollow noreferrer&quot;&gt;https://folio-org.atlassian.net/wiki/display/Deutsche/%5BEnglish%5D+Order+dispatch+-+proposals&lt;/a&gt;&lt;/p&gt;

&lt;p&gt;&lt;b&gt;Questions&lt;/b&gt;&lt;/p&gt;

&lt;p&gt;In some institutions, a &lt;tt&gt;dispatch/send date&lt;/tt&gt; 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)&lt;/p&gt;</description>
                <environment></environment>
        <key id="13505">UXPROD-4589</key>
            <summary>Submit Orders via automated email integration</summary>
                <type id="10002" iconUrl="https://folio-org.atlassian.net/rest/api/2/universal_avatar/view/type/issuetype/avatar/10322?size=medium">New Feature</type>
                            <parent id="13740">UXPROD-3440</parent>
                                    <priority id="10002" iconUrl="https://dev.folio.org/assets/jira-priority/jira-p3.svg">P3</priority>
                        <status id="10000" iconUrl="https://folio-org.atlassian.net/images/icons/statuses/generic.png" description="(Migrated on 4 Feb 2024 13:41 UTC)">Draft</status>
                    <statusCategory id="2" key="new" colorName="blue-gray"/>
                                    <resolution id="-1">Unresolved</resolution>
                                                        <assignee accountid="63c9984bbfdb647eb1da556a">Joseph Reimers</assignee>
                                                                <reporter accountid="712020:56d00f8b-0951-4897-ba61-10c9f41739d5">Bj&#246;rn Muschall</reporter>
                                    <labels>
                            <label>acq-sig-topics</label>
                            <label>acquisitions</label>
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                <created>Thu, 7 Dec 2023 21:41:46 +0000</created>
                <updated>Tue, 6 Feb 2024 15:41:59 +0000</updated>
                                                                            <component>Acquisitions</component>
                        <due></due>
                            <votes>18</votes>
                                    <watches>10</watches>
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