2021-12-14 Bulk Edit Working Group Meeting Notes

Housekeeping

• Please add your name to the attendees list
• Should we cancel our next meeting (December 28)?

• Magda: Please add your names to the attendee list in case I need to get back to you later.
• Magda: December 28th meeting is canceled. Most US libraries are closed this week.
• Our next meeting will be on January 11, 2022.

Announcements

• Product Council recommended including Bulk Edit Pilot in the Lotus release. 
• The technical council requested additional documentation - which is expected considering that the deadline for the complete platform modules is February 4th 

• Magda: Bulk Edit was presented to the Product Council a couple of weeks ago. They recommended including the Bulk Edit Pilot into the release and submitted, the JIRA for the Technical Council who requested additional documentation which was expected considering that we are still in the active development process. The development deadline for modules that are part of the complete platform, which Bulk Edit falls into is February 4th. I don't expect us to write the code until February 4th, but we definitely will be using time for checking if there are some missing requirements and things that need to be addressed before we start the integration testing.

Development updates

• Development status
• Development team scrum board
• Designated environment:
  • • RANCHER-63
    • Example of the test data

• Magda: There are not that many changes to the UI. You can now choose a file to upload and get a response to choose the file but then you will receive an error message that the file failed to upload. The reason for this is that there is a lot of backend work that is happening, and we can see this on the development team scram board. There are a lot of stories that have been completed but just a handful of the UI stores have been implemented because of back-end dependencies.
• Magda: If you want to see what is done on the backend, you can click on the user stories and look at the comments where developers update step by step what the requests and responses are on the backend. This is a good way for me to validate the story to make sure it is working as expected.
•  Magda: But for those who would like to venture into accessing the functionality using the backend directly using the API calls, this will be helpful as well.

• Magda: In addition, when the development progresses and we see changes in behavior we can go back to the original story to see how it was implemented.

• Magda: So, not much to see on the front-end in the UI. The progress was mostly on the backend. Hopefully, by the end of the week which is the end of the sprint, we will be able to see more functionality here in the UI.

• Magda: The Rancher Environment:

  • I requested a separate environment for us to do user acceptance testing. It will not be refreshed nightly, rather only on request, and we'll have a little bit more data than is currently in the snapshot environment.

  • The URL is https://concorde.ci.folio.org/settings (diku_admin/admin) for now. It may change.

  • There are still issues with this environment. It is missing some data. Only has a few modules. Obviously, we will need to have a Bulk Edit which is not currently there. But when you click on the users, there are 35,000 records right now.

  • Do you feel this is enough data?

  • Question from Erin: Is the record count at the top actually correct because that's not always?

    • Magda: It is still running Postgres, but I spoke with the developer and the number of user records is close to 35K and not less.
  • Erin: Yes, I think so (in response to Magda's question about the number of records being enough).
  • Magda: We can start with this and see how it goes. My concern was about performance. The development will be completed by next Friday and we can talk about this at our next meeting.

Mitigation of Bulk Edit UX issues 

Slide 16:

• Long term -  we will support both in app and local editing
• Short term  - local editing for the pilot program

Slide 17:

• Provide a more transparent way of understanding what FOLIO did when batch processing
• Better understanding of what a failure means -- did it revert the record, delete the record, invalidate the record?
• Itemize failures so it’s easy to identify affected records, e.g. “record #XXXXXX failed,” not “7 of 10,000 changed failed”
• Pay particular attention to global failure where feedback is especially spare
• Give some indication, if possible, of how failure can be avoided
• Provide some indication on how to re-try or follow-up from a failure

Slide 19

• Optimize .csv files for understandability
• Make it very clear which fields can or should be edited and which should be avoided  (in app or local edits?)
• Provide some degree of instruction on how to make changes to commonly edited fields like status and location (in app?)
• Give users the power to rollback changes upon upload if files are corrupted or mistakes were made (pre-update records stored in S3)
• Anticipate potentials error and provide warnings, e.g. “Is this correct?,” “Are you sure?”

Mockup- file upload | Mockup - are you sure | Mockup - delete modal | Mockup - delete errors

Mockup 7 - download matched records

• Magda: This is the example of saving the file with the records that we marched with the standard naming convention displayed at the bottom.

Mockup 8 - actions dropdown start bulk edit

• Magda: This is an example of starting the bulk edit process.

Mockup 9 - bulk edit modal

• Magda: Example of uploading the file with changes made locally.

Mockup 10 - drag and drop

Mockup 11 - bulk edit confirm

Mockup 12 - progress bar

Mockup 13 - success

Mockup 13 - success2

Survey review:

• Bulk Edit Limit Size
• Bulk Edit Permissions

Future discussion topic (time permitting):

• Bulk Edit of the linked records
• Scheduling edits