Workaround: initiate the move from the order rather than the inventory record for any inventory records that have related acq data.
But: Initiating the transfer in the Orders app won't work in all scenarios, e.g. when the move of holdings is triggered in an external source and not from within FOLIO.
That will most likely apply in other libraries as well, in case they let their Inventory be controlled from an external system like a union catalog.
Kristin demos a spreadsheet where Chicago lists use cases to transfer holdings/items
duplicate bibliographic records
item attached to wrong record
moving records is happening from bibliographic standpoint - not from acquisitions
Kristin demos workflow in FOLIO
actions menu indicates that moving to another instance is possible
no error messages from the system that instance and holdings references will be independant from now on
reason for independant linking: link from item leads to the ‘former’ title instead of the new one, whereas it should point to the new instance
holding and instance are both linked to the correct order, though
the solution Chicago has come up with:
in the beginning: acquisitions team do the change,
meanwhile metadata staff have permission to do the change from the POL (Orders app)
it stays a cumbersome process > it is a workaround
more and more inaccurate linking will happen over time, the longer libraries are in FOLIO
at the moment: a dozen per month
Dennis: receiving will try to fix the connection and will move the holdings back to the former instance
solution: make Inventory aware of all connection > have Inventory message acquisitions what is happening and then produce a message that asks the user what is supposed to happen
e.g. move holding AND instance to new
Dung-Lan in chat: No warning about a PO/POL existed for the item you are trying to move to a different instance and if you'd like to continue and have the POL title switched out to the new instance as well or if you want to stop. It would be nice to have such warning for awareness purposes, I feel.
GBV uses a statistical code to tag all ‘wrong’ records where holdings have been moved but POL is still connected
with the code all instances can be listed and staff can act on list
change instance connection in orders > what should happen with holding > find or create new
although we only want to find but not create new, but there is no other option
‘None’ would be appropriate, but will lead to an error message
Charlotte in chat: In MIU (mod-inventory-update) we are fixing the issue with moved holdings and items to be aligned with data in Orders (and avoid data corruption) - will be addressed in MODINVUP-110
Martina in chat: we would like to link POLs to existing items
Dennis: why is the solution using ‘find and create’ instead of move
find or create: there will still be a holding on the old instance
‘move’ should be used > information should be added to documentation
18:40
Discussion
Laura in chat: Often we need to move holdings/items after something has been received; the person who knows it needs to be moved is not the person receiving it... or did I miss something about what Dennis just said?
Charlotte: The FOLIO system should clean up across apps - that would be the right way to do it. > agreed
Laura in chat: It seems like we need an in-between place (app?) to store relationships between apps > agreed
Laura in chat: it is awkward when users have to keep track of where the data actually resides
Charlotte: Orders app should listen to events in Inventory that refer to orders and then fix it in orders
Dennis: it seems to be the responsibility of orders to listen to changes
orders would follow one workflow (not individual workflows)
there is a feature for syncronizing item data with piece data
we need independance on how things should be organised
Outcomes
need knowledge about where data lives
bring topic to Workflow SIG because workflow engine could possibly solve this issue
workflow triggers one change based on another change
if no workflow case: bring back to ACQ SIG
Dennis sees the responsibility in orders app to listen to these changes