/
2025-07-22 Acquisitions Meeting notes -

2025-07-22 Acquisitions Meeting notes -

 Date

Jul 22, 2025

Recording

 

 Participants

Aaron Neslin

Alissa Hafele

Ann Crowley

Catherine Tuohy

Daniel Huang

Daniel Welch

Dennis Bridges

Dung-Lan Chen

Dwayne Swigert

Heather McMillan

Jackie Magagnosc

Jean Pajerek

Joe Reimers

Julie Stauffer

Kathleen Norton

Kimberly Pamplin

Kimberly Smith

Kimberly Wiljanen

Lisa Maybury

Lisa Smith

Lucinda Williams

Michael Hobson

Molly Driscoll

Okay Okonkwo

Peter Sbrzesny

Rhonda Fuhrmann

Sara Colglazier

Shannon Burke

Stephanie Larrison

Susanna Skowronek

Susanne Gill

Sven Thomsen

Sylvia Hamann

Thomas Trutt

Timothy Nelson

 

 Agenda

Housekeeping:

Business:

  • Sara Colglazier: Discuss unexpected behavior in Ramsons during UAT where modifying a Piece overwrites Item-level data in Inventory regardless of status, but removed data in the Piece doesn't clear corresponding Item fields—potentially requiring a Receiving workflow change.

  • If time: The following Implementers Topics have an 'Open Status”

    • Implementers Topic 102, was placed by Sara in Feb. 2023, discussed in July 21 and Aug. 8 Still has ‘open status’,

      • I checked the notes from Aug. 8th, Dennis said “After we investigated this, I think we decided we needed to look at your logs. This is on pause until we look at that.”

      • Question: Can this be closed?

    • Implementers Topic 107, Lehigh request, no date but discussed on Aug.15 2023 and Aug.18 2023,

      • Add "Reporting Code" field to Invoice and Purchase Orders

      • Actions needed:

        • 1) Ask Owen to provide review of supplementary properties and confirm whether any of that work could be reused to address this issue. Could be an alternative to using custom fields or enhancing tags.

        • 2 Dennis to start wiki page that explores pros and cons of multiple approaches. 1 use custom fields, 2 enhance tags, 3 add specific controlled vocabulary to order and invoice.

        • Change status on Implementers page to 'In Progress”?

    • Implementers Topic 123, posted by Sabrina Bayer, note to hold off on discussing until Quesnelia.

      • Receiving App: Fields from Holdings/Item level in piece Information.

      • Ready to discuss soon?

    • Implementers Topic 129, posted by Martina Schildt on Oct.20, 2023

      • Organizations: add a multi-select option for languages

      • Discussed May 7 2024 and Sept.17 2024.

      • From notes on Sept.17 Dennis said “Let’s wait and talk to Martina and capture a use case.”

      • Status?

    • Implementers Topic’s 125, 146, 149, 153, 162, 163, 164, 179, 184

 

 Discussion topics

Time

Item

Presenter

Notes

Time

Item

Presenter

Notes

:02

Housekeeping

Heather McMillan

The Acquisitions sub group for Serials will have it’s first meeting this Friday, the 25th, at 8:30 Eastern Time.

 

:03

Updating Piece Information in Ramsons

Sara Colglazier

  • Ramsons - fields that carry over to items when pieces are updates

    • Make changes to piece later - add comment, chronology, etc. and save. Piece pushes all that data out again to the item, even if in the meantime you’ve made changes (deleted chronology, had to change barcode, etc.).

  • Molly Driscoll 12:06 PM
    I think these are related Jiras:
    https://folio-org.atlassian.net/browse/UXPROD-3342
    https://folio-org.atlassian.net/browse/UXPROD-3879

  • May have something to do with the upgrade to Ramsons.

  • Lack of synchronization

  • Joe Reimers (EBSCO) 12:09 PM
    It may be related to the claiming and binding work we've done

  • So far in Quesnalia, nothing has ever happened with the barcode and barcode has always talked back to the piece from the item.

  • After a certain point though, item has to be independent of the piece. Should no longer be updating item in those ways and push other information out again.

  • Once piece received, and inventory records created - any use case for updating item from piece?

    • Just for claiming and bindery reasons.

  • If we only allow write on creation, would that be too early?

  • :16 - Before making any changes - would want to talk field by field.

  • :19 - What are the fields that are being considered for consistency between item and piece?

    • Display Summary

    • Enumeration

    • Chronology

    • Copy Number

    • Barcode

    • Accession Number

  • When you edit piece and save (even if it is comment, unrelated field, etc.), FOLIO updates corresponding item information.

  • Joe Reimers (EBSCO) 12:22 PM
    Piece feeds item but item does not feed piece

  • Discussion about moving locations

    • In Ramsons, made change that orders is listening for location changes and updating its own references.

    • Only if you have a synchronized workflow.

    • For independent orders locations are not actually updated.

  • Molly Driscoll 12:24 PM
    I think - in any case - I should make an update to this section of the Docs: https://docs.folio.org/docs/acquisitions/receiving/#editing-an-expected-or-received-piece

    Would a section disclaimer like this be acceptable?

    Please note: if a piece record is linked to an item, any time the piece is edited, the following field information transfers to the linked item and may result in overwrites to existing field values on the item record: accession number, barcode, call number, chronology, copy number, display summary, and enumeration.

  • Molly Driscoll 12:27 PM
    I'd also like to dig in to the location change scenarios and get this documented...somewhere.

  • Either have a Jira already or there is a support ticket that is about to become a Jira.

  • Don’t want to rush into a blanket fix that complicates things further. Some fields it makes sense and others it does not.

  • Current workaround may be to not enter barcodes into piece until this is resolved.

  • :37 - Dung-Lan - Do not add barcode at time of receiving, so barcode is added in inventory.

  • Susanne Gill (BVB) 12:38 PM
    I know that the University of Regensburg (Sabrina Bayer) uses the Receiving App but they just migrated to FOLIO like a month ago. And the update to Ramsons is not even in discussion at the BVB.

  • Not just applicable to Serials/Ongoing Orders.

:42

 

Implementers Topics with Open Status

Heather McMillan

  • Maybe # 123 will move to Serials Subgroup (short discussion at :33 mark).

    • Note to hold off until Quesnalia

    • Think that discussion may happen in the Serials group.

  • Implementers' Topic # 102 - OK to close

  • Implementers' Topic # 107

    • Still relevant to LeHigh

    • Like tags but with a controlled vocabulary

    • Kristin Martin 12:49 PM
      Or like a statistical code in Inventory

    • Does it need to be possible for a user that doesn’t have permission to edit orders or invoices to be able to add this descriptor?

    • Seems like a logical use case for custom fields, but there isn’t custom fields for invoices at the moment.

    • Tags can be applied to Orders/Invoices, but not controlled

    • More effort into tags might open up a bunch of opportunities.

      • Numerous libraries are using tags

      • Would be great to create tag groups (by department etc.)

      • Susanne Gill (BVB) 12:58 PM
        only Problem with tags: no specified values

      • Kimberly Smith (MTSU) 12:58 PM
        We would love to be able to clean up tags

      • Daniel Huang, Lehigh University 12:58 PM
        we need to be able to add them mechanically vs. just manually

    • Will change to In Progress