The following questions have been developed by the SLUB Dresden and UB Leipzig since 2024-08-14 in preparation for a meeting with Joe Reimers at the WOLFCon.
The aim is to coordinate/synchronize the requirements regarding the order reminder process, in particular the claiming levels, as preparation of the WOLFCon meeting.
Questions about existing fields/functions (claiming process)
Is it planned that the value of the field “Expected receipt date” field in the app Orders is entered automatically when the order is opened and calculated by adding the value of the field “Expected receipt interval” in the app Organization to the date when the order is opened?
According to UIOR-396 - Getting issue details... STATUS the function is planned, but probably not yet available in Snapshot?
How is the value in the field “Claiming interval” in the app Orders applied?
Will the value be imported from the app Organizations for each order?
When/How is the checkbox “Claiming active” activated?
Is the checkbox activated manually or automatically?
Can a default value be defined, as envisaged in UIOR-397 - Getting issue details... STATUS ?
Example records in FOLIO-Snapshot:
Order: https://folio-snapshot.dev.folio.org/orders/lines/view/baec48dd-1594-2712-be8f-de336bc83fcc
Organization: https://folio-snapshot.dev.folio.org/organizations/view/f0fb6130-cdf1-11e8-a8d5-f2801f1b9fd1
Questions about proposals to enhance/improve fields/functions (claiming process)
Configuration of reminders/claiming letters
Definitions
The following definitions are intended to facilitate understanding of the following questions.
Claiming settings: Proposal to create a new section in the app Settings for the configuration of the claiming process.
Claiming level setup: Configuration of the claiming levels (for example the amount of claiming levels for each claiming level setup) for various specific use cases (e. g. purchase or depository).
Claiming level: Escalation stages with properties as for example the claiming interval for each level.
Questions
Can a new section “Claiming settings” (or with another label) be created in the app Settings for the configuration and management of claiming levels?
See proposals with mock-ups: 03 Mahnstufen (Bestellmahnungen) - Funktionsanalyse
Can multiple claiming level setups be implemented in “Claiming settings” (e.g. for depository and purchase acquisition in the mock-ups)?
The claiming levels should be used in addition to the existing field “Claiming interval” in the app Orders, which should still be available - as the field is already applied and not all institutions might need claiming levels.
Examples of Claiming levels per claiming setup:
Claiming level setup 1 (purchase)
Claiming level 1 : A days (1 - purchase)
Claiming level 2 : B days (2 - purchase)
…
Claiming level setup 2 (depository)
Claiming level 1 : Q days (1 - depository)
Claiming level 2 : R days (2 - depository)
…
…
Can an additional integration of e-mail dispatch be implemented for each claiming level in order to adjust the text and claiming interval for each claiming level? The e-mail templates should be managed globally (see next section “E-Mail templates for sending orders and claims“).
Examples:
Claiming level setup 1 (purchase)
Claiming level 1 : A days + e-mail-template (1 - purchase)
Claiming level 2 : B days + e-mail-template (2 - purchase)
…
Claiming level setup 2 (depository)
Claiming level 1 : Q days + e-mail-template (1 - depository)
Claiming level 2 : R days + e-mail-template (2 - depository)
…
…
How and when are the reminders sent?
Can the sending of the reminder be configured for each institution (see the previous questions 2 and 3)?
Can the reminder be sent both automatically and manually?
Wie/wo wird die derzeitige aktuell gültige Mahnstufe angezeigt?
How/where is the current valid claiming level displayed?
Proposal: Creation of a new accordion for claiming information in the app Orders.
Can this be combined with planned the activities in the app Receiving?
Is the app Orders is a good place to merge claiming information from the apps Settings, Organizations and to disseminate the information to the app Receiving?
E-Mail templates for sending orders and claims
Global templates are required for order dispatch
Reason
Approximately 15,000 vendor data records are managed in the SLUB Dresden, thus e-mail-templates cannot be created and customized manually for each vendor.
Advantages
Future adjustments on the texts (salutation, formulations, ...) can be implemented globally
Unintentional deviations in the e-mail texts per vendor are avoided, for example due to natural variances where several employees are involved
Global templates are required for each claiming level and for each claiming level setup and not for every single vendor
Reason
Approximately 15,000 vendor data records are managed in the SLUB Dresden, thus e-mail-templates cannot be created and customized manually for each vendor.
Advantages
Future adjustments on the texts (salutation, formulations, ...) can be implemented globally for each use case
Unintentional deviations in the e-mail texts per vendor are avoided, for example due to natural variances where several employees are involved
Integration Details
Could several integration details be created for each vendor?
If there are more then one integration details per vendor available:
Could one of them be selected manually in each order?
Could one of them be defined as default value in the order templates?
Filter functionality
Can orders be filtered by the expected receipt date before dispatch?
Goal: It should be possible to manually change the expected delivery date in order to delay the reminder.
Note: There are mock-ups from Dennis Bridges that describe similar scenarios