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| Requirement | Status | Use cases |
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| Generate EDIFACT format files based on FOLIO Orders | | - Library currently communicates all orders with large vendors via EDI. This reduces the amount of duplicate effort needed to manage acquisitions through this vendor. Often this is because the vendor could not or would not support a direct API integration with their ILS system
- Users need to confirm that they don't already own or have an outstanding or for the material they want to acquire. This is most easily done in the LSP system. Libraries will then check multiple vendors to compare pricing before acquisition.
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| Send orders in different formats as specified in the Organization record. Eg EDIFACT format, email etc | | - Library needs to configure different EDI details for different organizations. Often files need to be uploaded to different directories or use different naming conventions or different codes
- Horrasawitz does not accept standing orders via EDI so the library will send PDFs via mail or email.
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| Send orders based on different export configurations for the same vendor, based on Account information. | | - The institution has multiple libraries there will be different pickup and dropoff directories for the EDI files. Meaning two separate EDI files would be uploaded to two separate directories OR two separate FTP locations. Eg. one for Main library and one for Law
- Some accounts with different envelope addresses (Library EDI codes) may be included on the same EDI file OR the library may need to have them exported on separate files.
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| Allow user to indicate they want the order to be sent AFTER the order has been opened | | - Librarian forgets to indicate they want the order to be exported. The order is now open, but we want to be able to check that box so it will be included in the next export.
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| Send orders in different formats for the same Organization based on account number and order type | | - For a given vendor the library may send most orders through EDI but treat some order types differently.
- Data that drives the identification of a different communication method
- Account number (Team/location/Acquisition unit. These would likely be represented by account number)
- Order type (One-time, Ongoing, Ongoing-subs)
- Material type (this could be a concern but generally if it is it will be backed into the account number or order type)
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| Limit what orders are sent based on order data (Acquisition method?) | | - For some material types the library will send order info through EDI but for others, they may create orders in the vendor systems and recreate in FOLIO.
- The library will differentiate between rush and non-rush. Non-rush orders going through EDI and Rush orders going through email
- Orders that are identified as certain acquisition methods should NOT be exported because the Vendor would already have these orders.
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| Allow library to trigger a "Resend" for the generated file | | - If something goes wrong with the upload to ftp (Which does happen) we need to be able to resend the EDI file, without regenerating it and sending additional orders along with it.
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| Allow user to edit open order and set it to export. After save this order should be included in the next EDI export. Once exported this field would not be editable. | | Status |
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| colour | YellowGreen |
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| title | PendingVerified |
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| - When we know files are being uploaded later in the day to the FTP location, someone may notice that an order was included on the wrong file. To correct this they will edit the order and indicate it should be exported and save. This should allow this order to be included in the file before it is uploaded to the Vendors FTP location at the set time.
- The library has not noticed that the box was checked and would like to uncheck the export box after it was opened but before it was included in the export.
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Proposed workflow:
Export details are configured for each organization in the organization record
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Arrive at the full screen view of the export history for that organization
Questions:
Question | Status | Conclusion | Comments |
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| Should the decision to export be determined by the acq method on the POL? | | |
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Should separate POLs potentially have different export settings? | |
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| Do export details need to be shown at the PO level? | |
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Vendor Questions:
Question | Status | Conclusion | Comments |
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| Do you have multiple configurations for individual libraries? | | Even if the the library or entities within the library have different base accounts they MAY have separate Library EDI Codes or not. FOLIO will need to allow different configuration to have the same library editing code and vendor editing code. | If there were going to be multiple configuration there would likely be multiple vendor records. This is generally the case when there are separate base accounts. |
| Do you separate orders by account in separate EDI files in in a single file? | | Separate accounts sometimes appear on the same file in the same location. They can also be separated, this is not a concern for the vendor processing and is common practice. | From the GOBI perspective the same customer may send multiple files in a single day. It is unusual to have separate locations for an individual institution. It typically happens when you have one base account but separate subs for law, bus, etc. which will be uploaded to diff directory locations.
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| Does the file need a specific identifier? | | Doesn't have to be specific format just needs to be unique over time | What the ID is is not really a concern so long as the file names are not duplicated.
If you are going to "re-send" a file within 90 days. The danger is if the file name is the same it will not be "Reprocessed" because GOBI keeps track of what's been processed. |
| Does the library need to contact GOBI when a file needs to be "Re-loaded"? | | As long as they have a resend function they can contact the vendor and the vendor will sort out the file. | The concern is more that the file never reach gobi. Ie. it wasn't successfully uploaded. In this case it would need to be resent. |