2022-1-25 Bulk Edit Working Group Meeting Notes

Attendees (please add your name):

Magda Zacharska leeda.adkins@duke.edu Jennifer Eustis Amanda Ros (OLD ACCOUNT) Erin Nettifee Jenn Colt Autumn Faulkner Monica Arnold Christine Tobias Sara Colglazier Kimie Kester Scott Perry Jackie Magagnosc Jeanette Kalchik

Note taker:

Robert Scheier

Meeting Recording:

https://drive.google.com/file/d/1tHt1UHlfjzSwLHiDFxHhZDgfpgVUwRRE/view?usp=sharing

Discussion:

Topic	Notes
Housekeeping Please add your name to the attendees list	Magda: Please add your name to the attendees list
Development updates Development status Development team scrum board Acceptance testing environment (Kiwi bugfest user loggings should work)	Magda: The progress on bulk edit development has stopped because the same team is working on the call number and subject browse functionality, and those need to be completed by this Friday because they are part of core modules, inventory. Once this is done they will return to bulk edit. There are two or three stories that when completed will open all functionality. This is the scrum board if you would like to see where we are. These three front-end stories are preventing us from seeing everything. Erin: Magda, you may not know the answer to this, but do you expect that bulk edit will eventually become a core app or a core module? Magda: I think it's too early to tell. Definitely not in the Lotis release. I am not sure who decides what is core or not. From my point of view, the difference between core and platform complete is the deadline where we have to finish development. I'm sorry I don't have good news, but it's not really bad news. We were kind of expecting that we will use the call development time, the development deadline is February 1st. By our next meeting, which is February 8th, I would expect we will have something to demo. Magda: Regarding the acceptance criteria, all login issues should have been resolved by now, if they are not, I'm not aware of them so please let me know. Magda: I granted bulk edit permissions to everyone who reached out to me. So if you log in and you don't see bulk edit permission it's because you don't have the required permissions. This is by design. We don't want everyone to have access to bulk edit right away due to the powerful functionality that is being handled with this.
Scenarios for UAT Only one response - I will revisit it.	Magda: On the scenarios for UIT, I sent the survey last week. I got only one response which I believe was probably due to confusion. I will rephrase it and resend it for the group.
Morning Glory release priorities With P1= 5 points, and P1=1 point here is the ranking: Item Location - 35 points (UXPROD-3523) Item status - 28 points (UXPROD-3469) Delete Users - 28 points (UXPROD-3230) User Permissions - 23 points (UXPROD-3468) Other areas mentioned: Loan ~~policy~~ type - the field on the item record - both permanent and temporary Holdings location (mentioned twice) Update Expiration date, update patron group - this will be already covered by the pilot project. Does this refer to In app approach? User search interface/tools that would generate the list of records to be worked on Update bib records marc data fields and subfields	Magda: On the morning we grow glory release priorities we got 18 responses and it is pretty obvious which is the most sought-after functionality. I did a simple calculation and assigned a weighted point value, P1 five points, P5 one point and the rankings are as follows: Item location is on top with 35 points. Next is item status, then delete users and user permissions. So I think this is the order we will be addressing the issues. I'm not sure all of them will make it into the Morning Glory release. Magda: I have a couple of questions regarding the other areas that were mentioned. Loan policy, we touched on that and I would like to exclude loan policies for now, unless you tell me that my doing item location without it does not make sense. Erin: So loan policy would be editing alone, which is not any of the data types that we have talked about so far. ???: So can I just ask the question though? It's only editing alone if the thing is checked out. For the reserves use case, we need to take off the loan type and the location. We can't just take off one or the other. Does that make sense? Magda: Yes, but it complicates things for me. But we will get to this may be a little bit further down the road. I would like to understand the correlation and I would like to make sure if we do these without including loan types if this makes any sense or not Magda: The next one was item status. Hopefully, we will get to this today. Magda: Delete users, this will be the in-app approach. This was something that I originally thought we will do in the scope of a pilot release. I was really surprised that user permissions are on the bottom. Magda: Question about holdings. The holdings were mentioned, and they were mentioned twice in other areas. Thus item location without holding location makes sense, or do they need to be combined as well? Erin: If you have an item record and there's no permanent or temporary location on the item record, it inherits the effective location from the holdings records. I think what we may need to think about for the item location use case is we may need to be able to query for item records based on the holding permanent location and then edit the item. Let's say that I want to be able to see a holding location because I'm going to move a bunch of things or I'm going to temporarily put those items somewhere else. I need to be able to identify them based on the holdings in order to then edit the item record. Magda: I think I have this in my slides that I'm going to share shortly. So I think we will get to this. The holdings location will be a separate record that we will be modifying later, but not in the scope of the item location. Erin: I think they need to be in scope for the query. Magda: They will, but this is separate, it's also on the slides. Christine: I wanted to go back just a moment when you were going through the rankings. I think I need clarification. The delete users. I thought that was out of scope for this project, but are you saying that people rallied for it to be part of this? Magda: Yes, according to the feedback I got. Delete users were not in the scope of the pilot project that we are just finishing. The bulk adding of records is definitely not in scope because this would be a load. But the deletion is actually in scope. So you will need to have an option to delete a group of users. Christine: Thank you for clarifying that for me. You mentioned that you were surprised that user permissions were at the bottom of the rankings? I feel the same. I think that user permissions are super important for bulk editing from a user management perspective. And I know there have been conversations about a possible permissions app, um, in the future. So. Kind of wondering why people ranked user permissions the lowest. Magda: Maybe we can come back to this at the end of the meeting, if we still have time, and let's also discuss this on the Slack channel. I do believe user permissions were treated as less important in terms of those four options. I'm not saying we are not going to ever do this. I'm saying this is just further down on the list. ???: I think they were also among the most complicated. Magda: My most recent experience with user permissions is that it is kind of a baggy area. There are problems with this. So, I really appreciate Erin's feedback about user permissions making her nervous. They are making me nervous as well. But I see this as important functionality. Magda: Update expiration date and add patron group. Someone mentioned this. This is already supported in the scope of the pilot project that we are completing. And I'm not sure if the person who asked the question meant this is an in-app approach instead of the CVS files approach. I don't remember who asked this question. If the person is present, please speak up. And if not, I can reach out in slack directly to the person. Magda: The next question, "User search interface/tools that would generate the list of records to be worked on." I did not understand what was meant by that. If the person who asks the question is on the call can clarify what was meant by that? Thomas: It may be coming from an institution that's using underlying Marc records instead of the instance records. I know Cornell has a bunch of those, so I could see somebody from my metadata management group wanting to update fields or subfields in those records. Magda: This is the next bullet item Thomas but this is a good segue. So I will follow up with the person that posted this suggestion. Magda: The bib data for MARC records, I agree with you, Tom. This is on the roadmap but not happening in Morning Glory. It may happen with Nolan, or even later due to the complexity of this work.
Bulk Edit - Item Location	Magda: I would like to jump into item location and I have a quick presentation here. Magda: I want to gather your feedback about the elements that you need to identify item records. ....... Magda: I think the current implementation is that for every session you need to reset this is a common component that’s being used in different areas as well if it is implemented it will preserve the selection for the user then it would work here as well but I don’t think this functionality is implemented yet. Any other comments? Sarah: I do have a comment. I was just trying it out. And the effective location is the same as what is in the holdings record. It seems then that the temporary and permanent location in the item is blank if you’re accepting the holdings location. It’s on the effective location basically tells you what that location is. Magda: the item location overrides the holdings location. Erin: It becomes the item effective location it does not change anything on the holdings record. Sarah: I know that. Override is the wrong word. But wouldn’t we still want to see then the effective location if I change the item location because otherwise, I don’t know what the holdings location is for that item to which it is attached? Leeda: We would want to know that they are different. And in Aleph it is a column temporary location on yes or no. Especially if we have a situation where we can change item locations but not holdings. We need to keep up which are different. Magda: Sarah it means that you are saying we need to have a permanent location, temporary location, and effective location all of them right here? Sarah: I would say yes. Otherwise, you will not be aware of when they are different. Erin: So is there an option to preview some columns and to download all columns? That might be a middle ground in the UI. So if you needed to verify more fields than listed you could prior to doing your change? Magda: So let's say we have 100 records and we see five or ten on top. Do you want to see all of them before you commit? Erin: I want to see a preview because you're giving me a preview in the UI. Magda: So in the preview, you would need to select them. Let's see how much space we have and what we can fit. I may follow up with you with the prioritization of the columns. But I am hearing that you definitely would like to see three of them: item permanent location, item, temporary location, and item affected location. And this may be a combo. So once you select one of them, considering that you will be changing the location, I would say this is rather important to see. Sarah: I have my FOLIO item displayed and my problem is it is not the item's permanent location which is still showing blank for me. Under location in the item, there is holdings location and the permanent location is that of the holdings record. Then as soon as I change the item's temporary location, the effective location for the item changes to that temporary location. So what I need to know is the holding's permanent location in relation to the item temporary location which would be the effective location if I am understanding correctly. So maybe it’s the holding's permanent location and effective location for the item that we need to know so we can see that they are different. Cammie: Why wouldn't we do the holdings permanent location, the item permanent location, and then the temporary location, because the effective location changes whenever you change any of those three. Erin: Would it be possible, Magda, to do a couple of different screenshots that could just help us see what might be possible? Because I think everyone is bringing up good points. It may be a thing where getting the visual will help us kind of understand what the trade-offs are for different combinations. Amanda: I don't want to put more work on Magda, but I definitely agree with what Erin is saying about having some visual mock-ups. Magda: This sounds good and this would be done with Kimi’s help. I'm not sure if we have Kimi on the call, but if not I will relay that to her. It also makes sense and is easier for me to visualize. So we will come back to this. But what was important about what was just said is you want to see item permanent location, item temporary location, and item effective location but also you want to see the holdings permanent location, holdings temporary location, and holdings effective location. Is that correct? ..... STILL WORKING ON THESE NOTES
Bulk Edit - Item Status
Future discussion topic (time permitting): Bulk Edit of the linked records Scheduling edits