2025-10-24 Acquisitions Meeting notes - New convener, UIREC-350, Set for Deletion Instance Matching, GOBI Integration Tenant ID

:03

Housekeeping

Heather McMillan

• We have a 2026 Convenor! - Susanne Gill

:04

UIREC-350

Joe Reimers

• UIREC-350: Edit piece: Present "Delete or Keep Holdings" modal when receiving location is changed for pieceIn RefinementPreview

• With multi-line receiving (full-screen), to get Delete Holdings modal, for each piece would have to create new holdings.

• Sara - personally don’t receive in this way. Don’t have this issue.

  • Routinely run a query and then take care of orphan holdings, leftover holdings without items on instance records.

  • No matter how they get created, that is an issue.

  • Regardless of which way you receive things, would want to know that you are creating an orphaned holdings record.

• :09 - demo/example

• Quick receive > Select holdings and change

• Orphan Alert Modal:

Open

• On full screen page, are there situations where you would go through and change the holdings for every line in there?

• Logic used to create delete holdings modal looks for the presence of an item.

• Would you expect with the multi-select that if you changed the location on everything it would give you the orphan modal?

• In any case if you are affecting something / some association, would like warning.

• Is it common practice where order location is different from shelf location?

  • Can be. For example periodical display.

:19

POL/Instance Matching when instance is set for deletion

Dennis Bridges

• Recently Inventory introduced set for deletion.

• When creating an order record and you use the instance matching that is in place. If you add bibliographic details to order line and then open that order, FOLIO will look for an instance match before deciding to create a new one. Before now, that matching would include any instance based on product identifier matching.

• Now that it is possible to set for deletion, believe instance records set for deletion should not be an option here.

• Should you even see instances set for deletion in title lookup?

• Sara - Agree that that should be the case. System should not automatically associate them and should not be able to choose. Anything where instance is also suppressed from staff and discovery

• Kristin Martin 8:24 AM
  We have run reports to find items that have a status=available but are on suppressed records.

  • Workflows where people aren’t taking all the steps.

  • Have had cases where items are available, but somehow instance was suppressed accidentally?

  • Variety of reasons where this could come up.

• For suppress from all / mark something for deletion, think a warning would be good. Sometimes things happen just by accident.

• Sara - would go for warning for all statuses, including suppress from discovery. Differences in 5 Colleges workflows regarding when instance is suppressed/unsuppressed with on order items.

• Suppression also came up in BELA with Magda and Kathleen. Especially in Lists, when you run Lists reports for items and you don’t know instance is actually suppressed. It is now a column.

• With set for deletion, isn’t a use case for that showing up as a match for a POL or as a possible instance that you would attach to the POL.

• Kristin Martin 8:30 AM
  That sounds reasonable

• How do you tell in inventory if a record has been marked for deletion?

  • In the MARC leader there will be a “d”.

  • There will be additional flags that appear.

• Will it be a filter?

  • Not sure

  • Molly Driscoll 8:32 AM
    I don't believe there's a filter in Sunflower, though it's queryable in Lists.

  • Molly Driscoll 8:35 AM
    I filed MSEARCH-1043 to request a deletion filter if people want to watch it. 

• Regarding permissions - believe when it will be marked with a d, shouldn’t show up for most people

:33

GOBI Integration

Sara Colglazier

• GOBI started attaching a tenant level ID. When it hit, could open order and associate a title and everything was fine. Later if you needed to use change instance connection, could not because of the tenant ID. Believe this has been fixed now, but there is a gap of all the records in between that still have the tenant ID. Can this only be fixed by contacting the hosting provider to remove from all orders? Or is there something else that can be done?

• Worried that in a year will try to change an instance connection and will have forgotten about this.

• Dung-Lan Chen 8:36 AM
  What does the tenant ID do?

• Joe Reimers (EBSCO) 8:38 AM
  Tenant ID tells an ECS system which tenant a given order is associated with. It isn't used in a non-ECS system

• Dennis - Ultimately, probably need to look at writing a script to clean these up if that is possible, that hosting providers can use.