2021-08-03 Acquisitions Meeting notes

 UIOR 763

Enable/disable instance mapping for FOLIO tenant

UIOR-763 - Getting issue details... STATUS

Currently an auto mapping between pol and instance record based on product ID. only happens if inventory setting include instance.  

This mapping could be problematic. For Gobi may not want to rely on auto mapping. 

Based on discussion, it would be valuable to disable this feature. 

At 7 minutes after the hour, Dennis showed mock up of proposed workflow. 

Questions:

Susan, if we disable it, is there an override? Is it an all or nothing thing?

Dennis: It is a global disable. Decided to start with this because the third part integration is the major concern.  

Kristin Martin: Term instance mapping, or instance matching? matching makes more sense. 

Dennis: Fair point

Sara Colglazier: If this is unchecked, the Gobi interaction still happens, it's just Gobi would create a whole new instance? 

Dennis: It's the order that looks for the instance. This means the order app is no longer trying to connect the pol to an instance. With Gobi, order lines are created and opened automatically. 

Sara: So if not checked, Gobi will set up a pol, but the pol will not be connected to anything?

Dennis: It depends on your settings. 

Sara: If there is already a record in inventory, Gobi matches, then creates the order and pol and connects everything. If I uncheck this, I am undoing the 'magic' of the automation. 

Dennis: That magic is based on product ID. Folio takes that product ID and tries to find an instance with that product ID and connect. If you disable this, you are disabling that function.  

From Marmot Office to Everyone:  12:13 PM How would this work with multiple accounting units?
From Susan.Martin@mtsu.edu to Everyone:  12:15 PM Do you mean, multiple Acquisitions Units?

Sara: Can we clarify what the product ID? 
Dennis: PO lines generally have a product ID, Generally the ISSN or ISBN.  That is what folio will try to match.  If it finds multiple matches, it'll connect to the first one. 

Dennis: If you disable this, every order form Gobi will create a new instance. 

From Julie Brannon (she/her) to Everyone:  12:20 PM How is "first" determined if more than one match is found?

Dennis: Very good question. It would be the first instance that is returned to the API when it does the search. I am not sure what priority is given. 

Dennis: With the exception of changing some of the working here, do those of you who have concerns about mapping in general, does this satisfy your concern? I realize there are other concerns, but does this satisfy a concern?

Susan Martin - it's a nice first step. but doesn't solve the problem, 

Kristin Martin: It's a good first step, but with some refinements the linking would be nice. A way to exclude invalid matches would be nice. 

Suzanne Mangrum: It does not skip over subfield z's, is that correct?

Dennis: that is more of an enhancement to the mapping we currently have. 

Suzanne M: subfield z's, are only in the bibs. Why not bring in other subfields that are relevant to the holding records. 

From Dung-Lan Chen to Everyone:  12:27 PM
I like the option of being able to turn off the instance matching if needed to. However. I think the second approach Dennis described makes more sense and more important that we can make changes to the connection between a POL and an instance if we wanted/needed to.

From Shyama Agrawal to Everyone:  12:28 PM can the system knock out the ones where there is more than one product ID and the user manually attach the order to correct instance?'

From Marmot Office to Everyone:  12:29 PM
Some of our members like to have the option of an ISBN search that includes subfield z, so they can find more formats with a single search.

From Marmot Office to Everyone:  12:30 PM But we don't use it for record matching.

From Sara Colglazier (MHC/5C) to Everyone:  12:30 PM You should be able to have them in your MARC Source record and not in the Instance

Julie Stauffer: Many of our orders are new, so it's nice to have Folio identify if there is a match. So it's nice to have the records created. The problem is not having control over how the mapping happens. 

From Robert rscheier@nelib.org to Everyone:  12:33 PM Why not allow multiple options for matching. Like when importing in Sierra we can specify in the profile what we want to happen.  Then we see a report of the matching outcome. 

Dennis: Disabling this globally depends on what you have set up.  Adjusting the instance mapping is something we should have focused discussion around. It is not a simple set of requirements. The priority, in the near term, is to be able to edit the connection. If and when the connection is made. 

Highest priority is to be able to edit the pol connections. UIOR-594 - Getting issue details... STATUS

Next adjusting how the instance mapping is done. 

Dennis: It doesn't sound like people are eager to disable mapping?
Kristin: no, we want to disable until we have more control over it. 

Dennis: Even knowing new instances are created if this is disabled, you'd still want to disable?

Group: Yes. 

Dennis: Editing the mapping features probably needs to be it's own feature. 

Dennis: Would it be helpful to use something like order type to be able to disable the mapping? Or maybe the source?

Virginia: That's a complex question. 

From Natalya Pikulik to Everyone:  12:51 PM
That (setting)  does not affect DI from creating new instances, right?

Dennis: No. But maybe need to confirm that.  If you disable the mapping, you can still create instances. It's a different setting.