Target release	Quesnelia (R1 2024)
Feature	UXPROD-3910 - Getting issue details... STATUS

Contents:

Overview

To support original cataloging workflows, librarians need a way to create a new MARC authority record via the UI. Some of these use cases include:

Create headings that more closely align to the mission/objectives of my institution (locally created/managed)
Create headings that do not yet exist in external databases
Create records to distribute to other libraries as part of a standard database (as the distributing agency)
Create records to contribute to a standard/external database as part of cooperative cataloging (as the contributing agency)
Create records for eventual replacement by external record

This feature builds upon existing logic to look for prefixes to assign an authority file by either generating an HRID in the 001 per a configured sequence, or by moving the value entered manually in the 010 $a to the 001.

In scope

Ability to create new MARC authority record from quickMARC, access point = MARC authority app
New configuration settings and validation rules
Maintenance of authority source files / HRID generation per tenant configuration
Assignment of authority file to newly created records
Default MARC authority field values to populate quickMARC UI
Default MARC fields to populate once record is created
Required MARC authority fields to create a MARC authority record via quickMARC UI
New permission for creation of authority record

Definitions

Term	Definition
Standard authority file	Authority file managed by an external or national organization for distribution and a way to provide consistent access points across institutions (ex: LC name authority file)
Local authority file	Authority file managed by an institution that does not intend to distribute to other institutions Terms that more closely align to the institution's mission Terms that do not exist in other vocabularies (such as dissertation authors)
Shared authority records	Authority records in a multi-tenant environment that are shared with all other tenants
Local authority records	Authority records, either in a multi-tenant or single-tenant environment that are contained in a single tenant

Requirements

Category	Requirement	Description	Story	Status
Settings	Add new settings section for MARC authority app and create settings options to manage authority files	Catalogers need a way to create new MARC authority records via the UI and assign the records to an authority source file. Some source files can be considered "standard" such as the LC name authority file, while others may need to locally configured by the library. We need to add a new MARC authority app setting section so that the library can configure these files.	UIMARCAUTH-337 - Getting issue details... STATUS	VALIDATED
Settings	Populate settings with existing standard authority file definitions	Existing definitions: Managing Authority source files "Name" (taken from "Source file name" from the above link "Prefix" (taken from the "Identifying prefix/code" column from the above link read-only, user cannot change) "HRID starts with": empty "Base URL" (taken from the "Base URL" column from the above link - but this can be edited by user) "Active" check box (unchecked - though user can check) "Source" should be "FOLIO" for these standard files "Last updated by" "Actions" should contain an edit icon so that users can edit the "Active" checkbox and the Base URL - but NO delete icon	UIMARCAUTH-337 - Getting issue details... STATUS	VALIDATED
Settings	Allow user to create new local authority definitions	"Name": required textbox, no limit "Prefix": required textbox, limit = 25 characters "HRID starts with": required text box - numeric "Base URL": optional text box "Active" check box (checked) "Source" should be "Local" - generated by system "Last updated by" : Date "by" and user name - generated by system "Actions" should contain an icon for both Edit and Delete	UIMARCAUTH-360 - Getting issue details... STATUS	VALIDATED
Settings	Add a tool-tip/info popover by "Active"	Popover should say: "Select a file as "Active" if users should be able to create a new authority record for the file	UIMARCAUTH-337 - Getting issue details... STATUS	VALIDATED
Settings	For ECS/multi-tenant environments, these settings will be configured at the central-tenant level	User needs permissions in the central tenant to view/edit/create/delete authority files. If the user does not have permissions to view in the central tenant, table will be visible, but read-only.	UIMARCAUTH-337 - Getting issue details... STATUS	UPDATED
Settings	Specific CRUD permissions should be required	"Settings (MARC authority): Create, edit, delete authority files" "Settings (MARC authority): View authority files" For ECS: require permission in central tenant to create, edit, delete	UIMARCAUTH-337 - Getting issue details... STATUS UIMARCAUTH-344 - Getting issue details... STATUS	VALIDATED
Settings>validation	For local authority files, prefixes should be unique	If the user tries to add a duplicate prefix on save, add error message in red underneath prefix textbox that says: "Error saving data. Prefix must be unique" Changes: Split from UIMARCAUTH-345 - Getting issue details... STATUS (closed as duplicate) - 11/27/23	UIMARCAUTH-360 - Getting issue details... STATUS UIMARCAUTH-359 - Getting issue details... STATUS	VALIDATED
Settings>validation	For local authority files, only one prefix is allowed	If the user adds a prefix that contains spaces, add error message in red underneath prefix textbox that says: "Error saving data. Only one prefix is allowed for local authority files" Changes: Added (11/17/23) Split from UIMARCAUTH-345 - Getting issue details... STATUS (closed as duplicate) - 11/27/23	UIMARCAUTH-360 - Getting issue details... STATUS UIMARCAUTH-359 - Getting issue details... STATUS	ADDED
Settings>validation	For local authority files, HRID cannot start with leading zeroes	If the user adds an HRID start number that contains leading zeroes, add error message in red underneath HRID starts with textbox that says: " "Error saving data. HRID cannot start with zero" Changes: Added (11/17/23) Split from UIMARCAUTH-345 - Getting issue details... STATUS (closed as duplicate) - 11/27/23	UIMARCAUTH-360 - Getting issue details... STATUS UIMARCAUTH-359 - Getting issue details... STATUS	ADDED
Settings>validation	For standard files, only allow editing of "Active" checkbox and Base URL	*Base URL in existing links do not need to be updated	UIMARCAUTH-359 - Getting issue details... STATUS	VALIDATED
Settings>validation	For local files, allow editing of the following fields: Name Prefix HRID sequence start Base URL textbox: If edited, do not need to update existing links Active checkbox Edit button Delete button	User attempts to update the prefix and/or the HRID starts with but the backend returns a message indicating that authority records are already assigned to the file: "Changes to (name) cannot be saved. Existing authority records are already assigned to this authority file." Changes: Split from UIMARCAUTH-345 - Getting issue details... STATUS (closed as duplicate) - 11/27/23	UIMARCAUTH-359 - Getting issue details... STATUS	VALIDATED
Settings>validation	Delete confirmation modal when user selects the Delete icon; this icon should only be shown for Local authority files	Delete modal: When a user selects the delete icon, then the modal should display with the name of the authority file at the top, followed by "will be deleted" and the following message: "Are you sure you want to delete this authority file? After deletion, new records will no longer be able to be assigned to this authority file" with buttons to either "No, do not delete" or "Yes, delete" (10_DeleteModal.png) If the user selects "No, do not delete" the authority file should remain in the table If the user selects "Yes, delete" then the authority file should be removed from the table Delete error toast when records are assigned to the file: When user selects "Yes, delete" from the modal but the authority file is in use, produce an error toast that says: "(name) cannot be deleted. Existing authority records are already assigned to this authority file." Changes: Split from UIMARCAUTH-345 - Getting issue details... STATUS (closed as duplicate) - 11/27/23	UIMARCAUTH-361 - Getting issue details... STATUS	VALIDATED
Create>Default 008	When user selects "+ New" from the MARC authority app Actions, populate quickMARC with blank 008	Automatically add an 008 for upon creation of new MARC authority record from the quickMARC UI Make all positions blank ("\") If user clears a position value(s) upon hitting then Save then populate missing position with \	UIQM-383 - Getting issue details... STATUS	VALIDATED
Create>005 & 999	When user saves a newly created record, populate the 005 and the 999		UIQM-384 - Getting issue details... STATUS	VALIDATED
Create>Leader	When user selects "+ New" from the MARC authority app Actions, populate default values in the Leader	• LDR 00-04 - record length (empty by default, auto-calculated upon save) • LDR 05 - n • LDR 06 - z • LDR 07, 08 - \ • LDR 09-11 - a22 • LDR 12-16 - leader length + directory (empty by default, auto-calculated upon save) • LDR 17 - o • LDR 18 - \ • LDR 19 - \ • LDR 20-23 - 4500	UIQM-381 - Getting issue details... STATUS	VALIDATED
Create>100	When user saves the record, create validation to ensure that only one 1XX field is in the record and a 1XX field is required	If there is no 1XX field in the MARC authority record and the user selects "Save & close" produce an error toast message that says: "Record cannot be saved without 1XX field" If there are multiple 1XX fields and the user selects "Save & close", produce an error toast message that says: "Record cannot be saved with multiple 1XX fields"	UIQM-584 - Getting issue details... STATUS	VALIDATED
Create>Authority file selection	After selecting the "+ New"" action, and quickMARC opens the new record, there should be a hyperlink under the protected 001 field called "Authority file lookup"	After selecting the "+ New"" action, and quickMARC opens the new record, there should be a hyperlink under the protected 001 field called "Authority file lookup" Upon selecting this hyperlink, a modal should appear with the names of the authority files that have the "Active" checkbox selected in the file management section of the MARC authority settings The user should be able to change this selection at any point BEFORE saving/creating the record; after the record is created, the user should NOT be able to select a new authority file in a lookup hyperlink	UIQM-574 - Getting issue details... STATUS	VALIDATED
Create>001	When configuring authority source files, when the user assigns a prefix for a local authority file, this prefix is inserted into the 001 and serves as a match point for assigning the record to an authority file.	When creating a new authority record, upon save, generating the 001 per the configuration in the settings For local files, generate 001 per configuration User should not be able to select "Not specified" as an option; Required to select an authority file If the user tries to save a record without selecting an authority file, generate this error toast message: "Record cannot be saved. An authority file is required"	UIQM-576 - Getting issue details... STATUS	VALIDATED
Create>001	For standard files, generate 001 by copying value entered by user in the 010 $a into the 001	Added to description 11/15/23	UIQM-576 - Getting issue details... STATUS	ADDED
Create>010	For standard files selected, Add validation to ensure that the 010: Is present Contains a prefix Contains a prefix that matches a valid prefix for the selected authority file	Add validation to require an 010 $a if the user selects a standard file Error message: "Record cannot be saved without 010 field." For CREATE, add validation that a prefix is required if the user selects a standard authority file Error message: "Record cannot be saved without a prefix in the 010 field." For CREATE, add validation that the prefix in the 010$a matches the valid prefixes for the standard authority file selected Error message: "Record cannot be saved. Prefix in the 010 field does not match the selected authority file." FOR EDIT (after authority record is already created), do NOT have validation that a prefix exists or that it matches ANY file Investigate possibility to automatically add a 010 field to the record if user selects for a standard file (source - "FOLIO") Additional validation added 11/2/23	UIQM-577 - Getting issue details... STATUS	ADDED

Folio Development Teams

Create MARC authority requirements

Overview

In scope

Definitions

Requirements

Related pages