2023-10-18 Meeting notes: Checklist support

Date

18 Oct 2023 

Housekeeping

• Convener and notes: Martina Schildt 
• Next meeting: 23 Oct 2023 
• Upcoming meetings
  • Query builder
  • Sort cards - mock-ups available
  • Container records
  • GDPR

Discussion items

1. Checklist support - demo of functionality that is available in OA App (Owen Stephens)
   1. For questions on how to add to other apps (Ian Ibbotson (Use this one))

Minutes

• in OA App there are workflows where there are multiple steps included
• to support an OA request they started to support workflows
• requirements vary across institutions or even within institutions → there are different processes
• it was not possible to come up with one workflow that would apply to all
• it was not the goal to develop a whole workflow engine
• checklist support was developed as a kind of compromise
• for each request there is a checklist
• the checklist opens in a separate pane
• checklists are configurable 
• specific items on a checklist can be hidden per record (if not needed)
• notes can be added per checklist item
• checklist items can be marked as yes/no/other
• user is checking that the user has "done" the checklist item 
• depending on how checklist items are named the usage can vary
  • "checked for publisher agreement" → check the task of checking
  • "is there a publisher agreement" → check yes or no → there is a publisher agreement or none
• there is a filter for checklist items → via a filter builder
• settings → open access
  • checklist items can be defined
  • pick list values can be defined
  • in settings an order weight can be set if an item should appear at a specific position in the checklist
• Question by Charlotte: If you add a new Check list item, will it then be added to all previous task, as an unsolved task?
  • Owen: yes
• checklist items default to "not set" currently, maybe should default to "no"
  • sometimes "not set" makes no sense at the moment
• have looked at implementing something similar in ERM
  • will have more cyclical nature - especially in Agreements
• Laura in chat: I was just going to ask about the idea of Checklist being available as a helper app across FOLIO
  • Charlotte agrees in chat: Yes a combo of Dashboard and Checklist - maybe? 
  • Owen can definitely see the checklist support as a helper app, but there may be reporting issues
  • Laura: maybe we can check and do a pilot 
• Martina: in Agreements there could be different checklist needs for different Agreement records
  • possible solution: having a template that can be assigned to a record in the course of creating
  • Owen there is already a similar request in OA; but at the moment there is no development going on
  • then a checklist could update over time
• Kimberly in chat: I could see something similar being an excellent way to keep track of things that need to be addressed at a later date for serials. (Title changes, publisher changes, etc.)
  • would be possible for Serials App
  • as a helper app it would be useable by more apps, such as receiving
• Dung-Lan in chat: Is Checklist only available in Open access app at the moment?
  • Owen: yes, at the moment it is available in OA App
  • K-Int in the UK use a specific framework - because of this shared implementation the functionality is easier to be added to apps developed by K-Int
  • this is similar with other apps and other development teams
• Workflow concept is different to checklist support
• Laura in chat: I see workflows and checklists as different tools
• there is sometimes just overlap
• Dung-Lan: can checklist items be added to individual records
• Owen: checklist items cannot be added to a single record, it happens at module level
• if a checklist item is set anywhere, it cannot be deleted
• in Licenses license terms can be deprecated, that is not yet possible for checklist items
• Dung-Lan: checklist support is opwerful functionality, it is important to empower institutions with flexibility
• Laura in chat. +1 to Dung Lan's comment about empowering institutions with flexibility
• Kimberly: does this currently connect to Dashboard
  • Owen: no, not yet, it is on the wish list
  • we would need to add afilter builder to a filter builder in the widgets - would need more development time as it is quite complex
  • would be a huge selling point
  • Kimberly: makes sense

Next steps

Chat

18:01:53 From Tara Barnett To Everyone:
    Omg true!!!
18:01:54 From Jana Freytag To Everyone:
    https://www.iucn.org/news/species-survival-commission/202110/world-okapi-day
18:02:19 From Tara Barnett To Everyone:
    Reacted to "https://www.iucn.org..." with ❤️
18:02:51 From Laura Daniels To Everyone:
    Reacted to "https://www.iucn.org..." with ❤️
18:04:11 From Owen Stephens To Everyone:
    There is now a query builder in Inventory as well
18:04:42 From Charlotte Whitt To Everyone:
    That’s not a query builder, but Advanced search
18:19:50 From Dung-Lan Chen To Everyone:
    rewording "Check for publisher agreement done?"
18:20:42 From Charlotte Whitt To Everyone:
    That filter builder is very awesome @Owen Stephens
18:20:58 From Charlotte Whitt To Everyone:
    That would be nice to have in Inventory
18:23:37 From Dung-Lan Chen To Everyone:
    Being able to customize checklist is awesome!!
18:23:46 From Charlotte Whitt To Everyone:
    If you add a new Check list item, will it then be added to all previous task, as an unsolved task?
18:24:04 From Charlotte Whitt To Everyone:
    Reacted to "Being able to custom..." with 💯
18:28:39 From Laura Daniels To Everyone:
    I was just going to ask about the idea of Checklist being available as a helper app across FOLIO...
18:28:55 From Dung-Lan Chen To Everyone:
    Reacted to "I was just going to ..." with 👍
18:30:21 From Charlotte Whitt To Everyone:
    Yes a combo of Dashboard and Checklist - maybe?
18:30:35 From Kimberly Pamplin To Everyone:
    I could see something similar being an excellent way to keep track of things that need to be addressed at a later date for serials. (Title changes, publisher changes, etc.)
18:34:29 From Dung-Lan Chen To Everyone:
    Is Checklist only available in Open access app at the moment?
18:44:37 From Laura Daniels To Everyone:
    I see workflows and checklists as different tools
18:52:41 From Laura Daniels To Everyone:
    +1 to Dung Lan's comment about empowering institutions with flexibility
18:52:50 From Owen Stephens To Everyone:
    Reacted to "+1 to Dung Lan's com..." with 👍
18:57:37 From Kimberly Pamplin To Everyone:
    Makes sense, thank you!

Attendees

Action items