Archive Bulk Edit Use Cases - For New Functionality and Issues see Implementers Topics
As of June 11, 2024, any use cases with no Jira issues was moved to the Bulk Edit Resource Management Implementers Topics wiki page. Any NEW requests for functionality and issues should be added to that Implementers Topics wiki page in the table.
This page content was moved over from the MM SIG where it was first generated - see Batch (Bulk) Edit Use Cases for comments relevant to the initial version of this page.
Batch (or Bulk) edit is a highly ranked requirement for FOLIO, and the first implementation of the Bulk Edit app is expected to be included in Morning Glory.
This list of Use Cases represents expected needs for the Bulk Edit app as it continues development. Please add use cases that illustrate a batch editing need, or add your name if your institution has a use case that is already listed.
It doesn't matter if they are similar to other use cases in the list. Just add them. Note that the Batch Edit feature also includes Batch Delete, but batch delete may not be implemented at the same time as other aspects of a particular use case.
Note: "ETL" at it simplest means that data will be found in FOLIO, then Extracted, then Transformed outside FOLIO, then Loaded back into FOLIO. Most of these internal-to-FOLIO steps (search, extract, reload) are not functioning, or not functioning well, as of April 2021.
Functional Area | Description | Records affected | Current workaround | Submitted by, has same usecase | Priority | Related JIRA | |
|---|---|---|---|---|---|---|---|
1 | Circulation/Collection Management/Metadata Management | Have the ability to scan a bunch of materials (maybe during check-in) and then perform a batch change on all the item records (e.g. change location, change item status, or update damaged field) | Inventory: Item | One-by-one updates | @Charlotte Whitt @Jacquie Samples @Amanda Scott (MTSU) @Laura Daniels (Cornell) @Donald Depoorter | High | |
2 | Circulation/Collection Management/Metadata Management | Have the ability to scan, copy/paste a list, upload a text file, or upload a query for barcodes, HRIDs, or UUIDs for a batch of item records, and then perform a batch change on any of the associated records (e.g. add a statistical code, or add a tag) | Inventory: Instance, SRS, Holdings, Item, SRS MARC Holdings | Maybe ETL, but difficult to isolate single items on instances with multiple items | @Charlotte Whitt @Jacquie Samples @Christie Thomas @Laura E Daniels (Cornell) @Donald Depoorter | High | |
3 | Collection Management/Metadata Management | Have the ability to identify a batch of item records with the same characteristic (e.g. temporary location = course reserve) and change them (e.g. remove the temp location) Would expand to cover items matching multiple characteristics. Would also want to be able to perform this based on a text list of barcodes, item hrids or item uuids. | Inventory: Item | Maybe ETL, but difficult to isolate single items on instances with multiple items | @Jenn Colt @Jacquie Samples @Molly Driscoll on behalf of Michigan State University @Christie Thomas | High | |
4 | Collection Management/Metadata Management | Have the ability to identify all holdings with location A and change them to location B. This is very important for cases where collections are moving, both permanently and for temporary closures, etc. | Holdings, Item, SRS MARC Holdings | Maybe ETL, but difficult to isolate single holdings on instances with multiple holdings | @Ann-Marie Breaux (Deactivated) @Jacquie Samples @Christie Thomas | Med | |
5 | User Management | Have the ability to identify all student workers at a particular branch and remove their permissions at the end of the school year | One-by-one updates | @Ann-Marie Breaux (Deactivated) @Christine Tobias | High | ||
6 | Metadata Management | Have the ability to identify a batch of holdings records with the same characteristic (belonging to a set of batch loaded materials, in a particular location and belong to a particular campus) and then perform a change on any field in the FOLIO holdings. This change could include adding a prefix or suffix to urls or updating the url in holdings for electronic resources. Would expand to cover holdings matching multiple characteristics. Would also want to be able to do this based on a text list of hrids or uuids for the holdings records. | Inventory: Holdings SRS: MARC Holdings | Difficult to isolate single holdings on instances with multiple holdings | @Jennifer Eustis @Molly Driscoll on behalf of Michigan State University @Christie Thomas @Amanda Scott (MTSU) @Jacquie Samples | High | |
7 | Metadata Management | Identify holdings records for print retention programs, to batch update with MARC-formatted retention details, such as program name, retention period, and volumes being retained. | Holdings, SRS MARC Holdings | None known, except by staff labor. | @Jacquie Samples | High | |
8 | Metadata Management | Identify and isolate records in need of clean-up, for examples
| Inventory, MARC SRS | None known, except by staff labor. For URL changes, we "could" export the whole catalog, work in an outside system, and then overlay the identified records. This work-around is only functional when match and overlays are working for SRS records. | @Jacquie Samples @Joshua Barton @Amanda Scott (MTSU) @Laura E Daniels (Cornell) | High | |
9 | Circulation / Collection Management / Metadata Management | Identify items with specific characteristics and apply a bulk change of item status (e.g., marking them as Missing, Withdrawn, etc.). | Inventory Items | One-by-one processing My understanding is that item status workflows will have their own logic / permissions to govern who can change a particular item status and who can't - so I'm not sure if that would make this its own use case or not. | @(OLD ACCOUNT) Erin Nettifee @Jacquie Samples | High | |
10 | Circulation / Collection Management | Identify requests with specific characteristics and apply a bulk edit to specified fields. E.g., if a library is closing for bad weather, change the hold dates for holds awaiting pickup so that they don't expire when the library is closed. | Requests records | One-by-one processing | @(OLD ACCOUNT) Erin Nettifee | Med | |
11 | Metadata Management | Identify and isolate records with the specific item characteristic of Missing, to evaluate and change to Lost (or Long Lost) as needed. Subsequent updates to OCLC are also part of the process, so exporting OCLC#s based on those items is also needed. | Inventory Holdings, SRS MARC Holdings, Inventory Items | Maybe ETL but that needs to be explored. Otherwise, one-by-one staff labor. | @Jacquie Samples | Med | |
12 | Users / Circulation | Bulk delete of patron records who have passed their expiration date and have no other associated dependencies (e.g., open loans or unpaid fines.) added by @Björn Muschall:
| One-by-one processing, or scripting with existing APIs | @(OLD ACCOUNT) Erin Nettifee @Erin Weller | High | ||
13 | ERM | Keep track of ebooks purchased or on evaluation in EBA (evidence based acquisition) by adding tags, access status types, add to agreement and/or select/deselect in bulk in eHoldings. Usually in the hundreds, the titles are too many to work with one-by-one. | Keeping the information in supplementary documents on the Agreement which is less visible. | @Martina Karlsson | High | ||
14 | Users / Circulation | Bulk update of patron information - use cases like extending expiration dates; updating delivery preferences when a department changes location; updating custom field information added by @Björn Muschall:
| Users | One-by-one processing, or scripting with existing APIs | @(OLD ACCOUNT) Erin Nettifee @Erin Weller @Christine Tobias | Med | |
15 | Agreements | Identify and isolate agreements with a specific status. Bulk update that status. For instance, batch edit status from active to closed. | One by one. | @Jennifer Eustis | Med | ||
16 | Users | Change e-mail address for all affected users when the institution domain changes | One by one. | @Uschi Klute | Med | ||
17 | Resource Management/Orders | Bulk change of specific fund codes in fund distribution to another fund code in PO lines based on order status for all open PO lines that meet the criteria | POLs | One by one. | @Scott Perry | High | |
18 | Resource Management/Orders | Bulk change the vendor in all open pos for a specified vendor. One common case is changing subscription agents so all pos need to reflect the new vendor. | POs | One by one. | @Scott Perry | Med | |
19 | Resource Management/Finance | Bulk creation/alteration of budgets based on a CSV document (or some other external source) | Budgets | One by one. | @Scott Perry | High | |
20 | Metadata Management/Entity Management | Identify all instance records containing a particular value for contributor and/or subject and update the value to reflect a change in the authorized access point (or a local change to an authorized access point) | Inventory Instances, MARC SRS, Authority SRS | ETL or manual | @Laura E Daniels @Molly Driscoll on behalf of Michigan State University @Christie Thomas @Jacquie Samples | Med | |
21 | Metadata Management | Identify MARC SRS records where indicators need to be corrected. Bulk update those records to modify the field or fields with the correct indicators. | MARC SRS | One by one. Currently data import doesn't do this. ETL | @Jennifer Eustis | Med | |
22 | ERM/ Licenses | Bulk edit license attributes. Once common use case filtering by license type then bulk editing license types. | One by one. | @Molly Driscoll on behalf of FOLIO ERM sites | Med | ||
23 | Metadata Management | Have the ability to batch edit the location for all item records associated with a particular holdings or instance (e.g. change this print serial run from location Stacks to location Offsite storage) | One by one | @Ann-Marie Breaux (Deactivated) @Molly Driscoll on behalf of Michigan State University | Med | ||
24 | Resource Management/Orders | Add tags or update tags in bulk to order records. Considering tags as a method to add accounting codes to order records. Because this process is undertaken monthly, I have listed the priority as high based on frequency of use and importance of these codes to financial accounting and university auditing. | One by one | @Molly Driscoll on behalf of Michigan State University | High | ||
25 | Metadata Management | Have the ability to batch add or update a note or other field for all instances or holdings or items in a given set. (@Christie Thomaschanged this to high as we are currently adding electronic bookplates to the holdings notes field in the absence of a donor management app and associated functionality. Because the notes are repeatable, ETL would only work if you are adding a new note to existing notes or deleting all notes and adding notes. it is not possible to replace a specific note.) | ETL or manual | @Ann Kardos @Christie Thomas @Joshua Barton @Jacquie Samples @Donald Depoorter @Ms Shawn Lombardo | High | ||
26 | Resource Management/Orders | Have the ability to identify approval order records from a specific date/load and update the vendor codes for those records More generally, create a list of orders and bulk/rapid update funds, vendors, requestors, and notes. | Manual, one by one | @Molly Driscoll on behalf of Michigan State University | High | ||
27 | Resource Management/Orders & Holdings | Have the ability to identify approval orders with holdings for the business school and update the location of these holdings to the business school. | Manual, one by one | @Molly Driscoll on behalf of Michigan State University | Med | ||
28 | Metadata Management | Have the ability to identify SRS records containing specific MARC coding and bulk update that code. Example: When Czechoslovakia split into the Czech Republic and Slovakia, the country code for Czechoslovakia (cs) was replaced by xr (Czech Republic) and xo (Slovakia). Example: One collection originally coded all names as personal names (700 field). We identified and recoded most of the corporate body names. | Is this possible prior to MARC query API? | @Molly Driscoll on behalf of Michigan State University @Amanda Scott (MTSU) | Med | ||
29 | Metadata Management | Add a similar feature to Sierra Global Update that allows you to see the data from the fields of the same type (author, subject, title, etc.) present in a set (review file) of records. Use case – Identify bib records from the daily headings reports that have not been sent for authorities processing. Example: Backstage inserts a code indicating that a bib record has been processed in the 040 field. I can view all the 040 fields from a set of records using the “toggle” function in Global Update and select records for future authorities processing. Use case – Find patterns of problems in a set of records. Example: During record loading, some MARC fields may end up being duplicated. Sierra Create List searching cannot find duplicate fields, but the “toggle” function in Global Update helps identify affected records. | Inventory: Instances, MARC bib SRS | Unknown | @Molly Driscoll on behalf of Michigan State University | Med | Need more information - to check with Bulk Edit Working Group |
30 | Metadata Management |