2023-01-17 Acquisitions Meeting notes

Owned by Heather McMillan
Jan 17, 2023
5 min read

Date

Attendees

Aaron Neslin, Ann Crowley, Ann-Marie Breaux, Corrie Hutchinson, Dennis Bridges, Dung-Lan Chen, Dwayne Swigert, Emily Robertson, Heather McMillan, Jackie Magagnosc, Jean Pajerek, Julie Brannon, Julie Stuaffer, Kathleen Norton, Kimberly Pamplin, Kimberly Wiljanen, Kristin Martin, Linh Chang, Lisa Maybury, Lisa Smith, Lucinda Williams, Masayo Uchiyama, Molly Driscoll, Nancy Pelis, Nina Stellmann, Okay Okonkwo, Peter Breternitz, Peter Sbrzesny, Sara Colglazier, Scott Perry, Steve Selleck, Sven Thomsen, Sylvia Hamann, Victoria Anderson, Winter White

Agenda

  • Housekeeping -

    • Reminder - order history functionality UAT opens Jan. 18 and will run thru Jan. 26 (details see Dennis' post of Friday, Jan. 13 in Slack)
    • Mark your calendar for next Tuesday, Jan. 24, at 1 pm - "Lehigh's Patron Driven Acquisitions JIRA workflow" presentation by Dan Huang and Maccabee Levine of Lehigh University

    Business -

      • #76 Delete connected item when piece is deleted from Receiving app
        • When you delete a receiving record for a withdrawn periodical I would also like the option to delete the item record. As it is, I have to delete both separately and it is a lot of clicking. The receiving record says connected but it doesn't delete the connected item record and vice versa. 

Discussion items

TimeItemWhoNotes
:01HousekeepingDung-Lan & Dennis

  • Housekeeping -

    • Reminder - order history functionality UAT opens Jan. 18 and will run thru Jan. 26 (details see Dennis' post of Friday, Jan. 13 in Slack)
    • Mark your calendar for next Tuesday, Jan. 24, at 1 pm - "Lehigh's Patron Driven Acquisitions JIRA workflow" presentation by Dan Huang and Maccabee Levine of Lehigh University
    • UAT planned to star tomorrow.  It might be the afternoon before it starts since there have been problems with preparing the environment. Worst case we will open it Thursday and use the snap shot environment.  Dennis will post information in the ACQ UAT Slack channel.
 :06 Implementers Topic # 76 Molly Driscoll and Dennis
  • #76 Delete connected item when piece is deleted from Receiving app
    • When you delete a receiving record for a withdrawn periodical I would also like the option to delete the item record. As it is, I have to delete both separately and it is a lot of clicking. The receiving record says connected but it doesn't delete the connected item record and vice versa. 
  • Dennis: You're wanting to delete this item and it might have a status of available?
    • Molly - discussed scenario of a title what gets monthly issues and each issue gets an item record. But at the end of the year want to delete all 12 issues associated with the year. 
    • Lisa Smith, Mich State 12:11 PM
      I would like to have the choice of deleting a corresponding item, but I can see a time when we would want to delete pieces because of sheer quantity only, but would want to retain items.
  • Dennis: What about holdings?
    • MSU would likely have a generic, 'latest edition only' kind of holdings statement.
  • Dennis: There are a number of ways we can approach this. 
    • Is it possible there will be open requests for items being removed? If so. how would you expect the system to treat that. 
      • Molly - We would want to be notified of the dependency and prompted to remove the dependency before removing the item. 
      • Lisa Smith, Mich State 12:17 PM
        What Molly said!
    • What if it's checked out?
      • Molly - the same. Need to be prompted if trying to delete. 
  • Sara: Would like the notice to be specific about where exactly the dependency (or hang up) is. 
  • Molly Driscoll 12:22 PM
    I think that the user deletion modal is a really good model for dependency checking prior to deletion. It outlines, what dependencies are checked and a total of dependencies in each area
  • Dung-Lan Chen 12:22 PM
    plus 1 + Sara … to have more clear/specific warning/error messages
  • Dennis: Would others like this option?
    • Julie Brannon (she/her) 12:27 PM
      Yes - having the option to delete an item associated with a piece would be helpful - save staff from having to delete in two different apps....
    • Kimberly Wiljanen 12:27 PM
      If there's nothing attached to it and there is no order, the inventory should be deleted
  • Dennis: Will need to think if this is a check box or make an assumption...  need time to think about how to make this possible. 
  • Julie - perspective of receiving piece - if someone in inventory deletes the item, will there be communication with receiving?
    • Good question. Right now the communication does not go that way. There is no check if there is a piece or not. From the Inventory side, it has no idea if there is a piece or not. There is a feature to sync the piece data with item data That was split for the Orchid release. UX Prod 3342 With Orchid there will be full sync. If you change info in receiving, it will update in Inventory. But deleting in inventory will not delete in receiving.
    • UXPROD 3879 - however, this doesn't sync the deletion of items and pieces. This focuses on aligning the data  between the piece and item.
:36Implementers Topic # 78
  • Implementers Topic # 78
  • Orders: Keyword search orders  by instance HRID
  • Staff at Duke are accustomed to searching for orders based on a bibliographic record system ID.  The equivalent in FOLIO is the instance HRID; however, the Orders app doesn't currently offer instance HRID as a search keyword.  We're curious to know whether other institutions would find that useful as well.  
  • Dennis: What was talked about last, if you know the HRID you could get the order from that instance. Question -  is this specifically for users that generally can't search inventory?
  • Lisa Smith, Mich State 12:43 PM
    We have separate staff who search, and the orders get passed to another person to actually place the order.
  • Dung-Lan Chen 12:44 PM
    Before the order is open, it doesn't show up in Inventory
  • Julie Stauffer 12:46 PM
    FYI - one can have an HRID without access to Inventory. For example, the HRID is a data element that is passed from FOLIO to our discovery system (VuFind). Although I don't think we need an additional solution to this issue and I believe all our FOLIO users have access to Inventory
  • Ann-Marie - same case could be made for searching by OCLC #'s in orders
  • Lisa Smith, Mich State 12:48 PM
    Yes, A-M, we include HRID (when applicable) and OCLC #s with our pre-order search
  • Dennis: Is there enough work arounds for this that it is not a high priority? Or do we want to create a story for this now?
  • Ann-Marie Breaux 12:49 PM
    Maybe we mark this open to revisit in a year or so, after more folks have experience with Lotus/MG/Nolana
  • Nolana - you can search HRIDs/UUIDs in the Instance/Holdings/Item keyword search: UIIN-2198 - Getting issue details... STATUS
  • Jackie Magagnosc 12:53 PM
    It would be super awesome if there was some base group of things that searched consistently across all apps. But maybe that's elastic search?
  • Ann-Marie Breaux 12:54 PM
    And I'm checking with Charlotte on whether the HRID/UUID is searchable in the Inventory lookup
  • Julie - As the person who submitted this, Is comfortable being able to search from within inventory and then hop over to orders from there. 
  • This topic is closed. 


Action items

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