2023-2-21 Bulk Edit Working Group Meeting Notes

[Magda Zacharska] 10:02:49
As always, please add your name to the attendees list.

[Magda Zacharska] 10:03:09
The Transcript is on. Thank you very much.

[Magda Zacharska] 10:03:15
Again, please take a look at the Bulk Edit use cases document. As I mentioned, I added the features to the use cases.

[Magda Zacharska] 10:03:23
For some of them, the features are in draft and maybe not have enough information. But if you know this, some disconnect,
or if you think that what you meant in your use case is not addressed, please let me know either in slack or in a Jira ticket as well.

[Magda Zacharska] 10:03:50
Is there anything else you would like to bring up?

[Bob Scheier (Holy Cross)] 10:04:00
I don't know if you're gonna be talking again about what Sarah brought up about the check-in checkout note and the pieces note.

[Magda Zacharska] 10:04:20
Yes, we will revisit them.

Magda Zacharska] 10:05:02
Okay, okay. So and the update on the development, the back-end and front-end integration is completed, and the regression testing is ongoing right now.

[Magda Zacharska] 10:05:16
The team has 3 devoted QA Engineers that are running full regression on the implemented functionality.

[Magda Zacharska] 10:05:26
The regression is run in the development team Rancher environment and the performance environment.

[Magda Zacharska] 10:05:35
Some of this has been merged into the Snapshot environment.

[Magda Zacharska] 10:05:42
There are some issues with the Snapshot environment. So please don't be alarmed if you don't see your expertise functionality in Snapshot yet.

[Magda Zacharska] 10:05:50
It will be by the end of the week because this is the deadline for releasing the modules so that we can test them in the scope of Bugfest. We will do the full regression in a Bugfest again.

[Magda Zacharska] 10:06:09
Preliminary performance tests are conducted by the team. They are looking optimistic. But we still need to run the proper performance test through the performance test team and those who will start in the next sprint that is starting on Monday.

[Erin Nettifee] 10:06:32
When you say optimistic, do you mean good results are coming back?

[Magda Zacharska] 10:06:36
Yes, the performance improved.

[Magda Zacharska] 10:06:49
We compare the results from the prior releases, and we see the improvement.

[Magda Zacharska] 10:07:13
We found a lot of issues. They were addressed. I think all of them are now in code review status. So we are in good shape for Bugfest.

[Magda Zacharska] 10:07:34
This is the new tab that was added for the logs that we discussed some time ago.

[Magda Zacharska] 10:07:49
ID - the UUID will be replaced by HRID, and we have a Jira, and they will be addressing it during the Bugfest.
Record type - This is the type of record that was was Bulk Edited
Status - Status of job.
Run by - Who ran the job.
Started running - When the job was started
Ended running - When the job was completed
 # of records - Number of records submitted
Processed - Number of records processes
Editing - In-app or CSV approach. CSV is for user records only
Actions -

[Erin Nettifee] 10:09:20
There is a typo. Committing should have 2 Ms.

[Magda Zacharska] 10:09:42
Oh, yes, thank you. Please, if you notice any type of error messages or grammatical errors, please do not hesitate.

[Magda Zacharska] 10:10:12
So so this is the main change. Everything else should stay as it was in prior releases.

[Magda Zacharska] 10:10:22
I have a list of a couple of questions. Let me go through the expected behavior.

[Magda Zacharska] 10:10:31
So let's say we are on the log form.

[Magda Zacharska] 10:10:43
I selected completed jobs. And this checkbox is selected.

[Magda Zacharska] 10:10:50
After running a Bulk Edit I go to the log tab

[Magda Zacharska] 10:11:28
What would you expect? Would you expect this selection to persist?

[Magda Zacharska] 10:11:35
Or would you expect this to be reset?

[Erin Nettifee] 10:11:42
Well, when you came back into the log, the completed limiter was selected, but the preview pane was empty.

[Magda Zacharska] 10:11:52
So we can fix it in 2 ways.

[Magda Zacharska] 10:11:59
One way to make sure that is repopulated, or we can assume that we reset the values. What would be the preferred way of doing it?

[Amanda Ros (she/her)] 10:12:15
I would prefer the first option. I think.

[Erin Nettifee] 10:12:18
So inventory clears it, so inventory does the second. If we're talking about consistency.

[Amanda Ros (she/her)] 10:12:25
True.

[Leeda Adkins] 10:12:28
Okay.

[Erin Nettifee] 10:13:29
In inventory, if you have a search term, the search term persists, and the filtering persists.

[Erin Nettifee] 10:13:36
But the search pane gets erased. I see Jennifer, as your hand up.

[Jennifer Eustis (she/her)] 10:13:39
Oh, I was just saying in orders it does persist so I don't think it's really consistent throughout the apps.

[Jennifer Eustis (she/her)] 10:13:58
Actually, I like the first example of the completed was shown that we actually see what was completed, and then we can reset ourselves.

[Jennifer Eustis (she/her)] 10:14:08
And the reason I say that is, sometimes I'm doing a project so I need to go back to this page frequently, and it's easier when it's already there, instead of having to do the search all over again.
That's one of my main complaints about inventory.

[Erin Nettifee] 10:14:35
Yeah, I think if there's no consistency we need to follow. Then we should just do what is best, and then I agree with everybody else that I would like it to persist so that then I can choose when to erase and reset it.

[Erin Nettifee] 10:14:51
The only question then is if you kick off a job and it completes, and then you go back to your logs, do you expect that just completed a job to then appear?

[Magda Zacharska] 10:15:11
Yes, it should if it is completed.

[Magda Zacharska] 10:15:22
So let's say you selected new. There is nothing new.

[Magda Zacharska] 10:15:51
You go, you do the Bulk Edit here and you return.

[Magda Zacharska] 10:15:55
You still have new, and you don't have anything new.

[Magda Zacharska] 10:16:00
So this is the behavior you want, right? Does anyone else disagree?

[Erin Nettifee] 10:16:06
Can you remind me what new means in this context? I'm sorry.

[Magda Zacharska] 10:16:09
You uploaded the list of identifiers.

[Erin Nettifee] 10:16:13
Right? Okay? And so I don't see a log there, because I hadn't uploaded anything.

[Magda Zacharska] 10:16:20
Yes, so let me find the link to this, the document with the statuses, and I will put this into the chat.

10:17:30 From Magda Zacharska to Everyone in chat:
    Bulk Operations redesign#BulkOperationStates

[Magda Zacharska] 10:17:34
And the other comments?

Bulk edit - in app - item notes (UXPROD-3713) - continue from the last meeting

Selecting properties:

Supported actions:

• Find and replace
• Find and remove
• Add note
• Remove all
• Make staff only
• Change note type
• Any other actions needed?

Also, if you did not do it yet, please add examples of the items notes: https://docs.google.com/spreadsheets/d/1iqwaCQH_Jlz45z7PAqUkZ7bT0a1lvFwJ9dpqbiLJboA/edit#gid=1225919958

[Magda Zacharska] 10:28:18
We covered those 2 use cases.
--UIBULKED-252 We should see the files, and the selection should persist.

--UIBULKED-253 - We decided the bulk edit files generated will be driven by permissions. If you don't have permission to see the user profiles, you cannot download them. 

[Magda Zacharska] 10:28:38
This is the in-app approach for item notes that we discussed last time. There will be no change in the inventory items and how they are being triggered.

[Magda Zacharska] 10:29:02
The same, submit list of identifiers, the same review with the columns.

[Magda Zacharska] 10:29:11
And here is the new control that Kimi I suggested for item properties, and the development team already started already started adding this functionality to FOLIO because this control component does not exist yet.

[Magda Zacharska] 10:29:31
Last time we met the list of item properties was not ordered in a desirable way. Kimi's suggested order is alpha by group and then alpha in the group.

[Erin Nettifee] 10:30:27
Are you looking for feedback here on like verbiage and presentation?

[Magda Zacharska] 10:30:32
At this point. I'm not looking for very much feedback, unless there is something that strikes you as inaccurate.

[Erin Nettifee] 10:30:44
Well, I think we'll get to loan records at some point. I would specify here "loan type", not just loan, because that's the actual field that you're working with.

[Magda Zacharska] 10:30:56
Oh, okay.

[Magda Zacharska] 10:31:01
Okay, yeah, yeah. You're right, of course. When we get to this, I will definitely ask you for feedback about naming.

[Peter Martinez] 10:31:22
Are those gonna be populated from the names the name fields, I mean the names of the fields that they're referring to.

[Magda Zacharska] 10:31:31
Yes.

[Peter Martinez] 10:31:32
Okay.

[Magda Zacharska] 10:31:38
They will be localized if, for example, someone is located in a non-English-speaking country. They will be able to localize the name.

[Peter Martinez] 10:31:48
Right, right.

[Erin Nettifee] 10:31:52
That makes sense.

[Magda Zacharska] 10:32:30
And the list under notes will be populated dynamically, meaning if you add your own local notes you will see those here as well.

[Sara Colglazier (MHC/5C)] 10:32:59
Yeah, so why wouldn't it be possible to have item notes as the heading?

[Sara Colglazier (MHC/5C)] 10:33:27
Sara suggested at this point in the discussion that the different notes that are under different accordions be separated into additional groupings.

[Erin Nettifee] 10:35:22
What I will say is I disagree with that. I think we should hear if others have opinions.

[Erin Nettifee] 10:35:33
Does anybody else have thoughts about the presentation? I also understand where Sarah is coming from, where logically, you're kind of thinking about a thing as a group.

[Erin Nettifee] 10:35:44
And you want that group together. But you also want the alphabetical piece, like, I understand that part of it.

[Magda Zacharska] 10:37:25
So we have 2 opinions right now.

[Magda Zacharska] 10:37:29
One opinion is that the item notes should be a separate group, and the other opinion is that it should be one group.

[Magda Zacharska] 10:37:48
Can I hear from others what your opinion is and your reasoning for either way?

[Peter Martinez] 10:38:06
I'm not sure I understand the distinction.

[Magda Zacharska] 10:38:12
Sarah, do you want to present your point of view again?

[Sara Colglazier (MHC/5C)] 10:38:27
So, I do think it's important to keep the accordion sections together and then alphabetically. And then there are so many different notes.

[Sara Colglazier (MHC/5C)] 10:38:45
If there were a way, for example, to have notes and then administration notes, check-in notes, check out notes, item notes, and then a second thing that then pops up for the item notes where then everything appears that you have. That would be optimal, right? And then, as you add local ones, they would appear in there too.

[Peter Martinez] 10:39:08
So are the administrative notes, and the checking notes, not part of the item records?

[Sara Colglazier (MHC/5C)] 10:39:13
They are part of the item records but they are not all in the same accordion.

[Peter Martinez] 10:39:45
Oh, I see what you're saying. I would say I agree with you for the reason that there are people who work on different sections of the records, and it might be more familiar to them to see those groupings.

[Sara Colglazier (MHC/5C)] 10:40:00
Right.

[Sara Colglazier (MHC/5C)] 10:40:03
And in theory we could come up with an item note, accordion section note, that we call administrative or something that is very similar to one of those other ones. And then how does that work? And functionally, these things work very differently, too.

[Sara Colglazier (MHC/5C)] 10:40:27
Out in the wild like, how they interact. Oh, so.

[Magda Zacharska] 10:40:30
So it just to to show to everyone where we are, with the notes on item record.

[Magda Zacharska] 10:40:39
Here's the other administrative note. This is a separate part of the record.

[Magda Zacharska] 10:40:45
Then there is an check in and check out note, and here you got you selecting at checking note or check out.

[Magda Zacharska] 10:40:59
Note, and then there is a last section, the one that we are talking about.

[Magda Zacharska] 10:41:08
Notes. This is the note. This is the type of sorry.

[Magda Zacharska] 10:41:14
I don't know but this is right here, and those are the the the notes that we are talking about.

[Peter Martinez] 10:41:22
I think the problem stems from them, using the term item note in an item record that's different from other notes on the item record it's like Apple TV is a service, but it's also a box and it's also an app, and it gets very confused.

[Peter Martinez] 10:41:40
It's that item note is too general compared to everything else that's parallel to it.

Are adding another grouping level or just adding a new grouping? Or do you want me to prepare mockups so it's more clear?

[Erin Nettifee] 10:42:40
If there is time to do mock-ups, I think that would help.

[Magda Zacharska] 10:42:42
I can do the Frankenstein mockups that show the idea better. So when  we come back, we'll come back to the grouping.

[Magda Zacharska] 10:43:10
Should we prioritize the notes or are all of them equally important?

[Erin Nettifee] 10:43:31
Amanda, is your hand up!

[Amanda Ros (she/her)] 10:43:33
Oh, well, I was just at maybe this was said, and I missed it, but I'm assuming that right now.

[Amanda Ros (she/her)] 10:43:40
Thinking about it, most of our notes are at the holdings level.

[Erin Nettifee] 10:44:10
And to answer your question about prioritization. Magda, with my RA hat on, I would want the check-in and checkout notes prioritizes because I think those are more actively used and more likely to need regular cleanup because you use those to kind of to manage collections and prod staff to take action with things.

[Erin Nettifee] 10:44:32
And so those would be what I would want to have worked on first, and then I would work on the item notes.

[Erin Nettifee] 10:44:37
The list in the box, and that administrative notes would be third; that is how I would do it.

[Erin Nettifee] 10:44:44
But others should definitely chime in. I see Erin Weller gave a plus-one to that suggestion.

[Amanda Ros (she/her)] 10:44:50
Yeah, I could go with that suggestion as well.

[Erin Nettifee] 10:44:53
And Bob is also giving a plus one about check-in checkout.

[Scott Perry] 10:45:01
Yeah, I actually come up with this with a very different perspective.

[Scott Perry] 10:45:05
And I see the value in the chicken checkout.

[Scott Perry] 10:45:08
But the electronic bookplates are something that we do extensively, and we do it in both the holdings and items.

[Scott Perry] 10:45:15
Items is where we have the donor. And since there is no authentication or validation in FOLIO, we frequently have to correct typos in donor codes. And we're doing this via the API already.

[Scott Perry] 10:45:47
But again, I think that the donor codes are something that we would highly value.

[Erin Nettifee] 10:45:56
So you would want item notes of that clump/type prioritized.

[Scott Perry] 10:46:03
Yes, not first. But these should not be dismissed.

[Erin Nettifee] 10:46:19
Yeah, it's a different perspective. Yeah, absolutely.

[Magda Zacharska] 10:46:20
It's not about dismissing.

[Scott Perry] 10:46:23
Yeah, prioritizing. Yeah.

[Peter Martinez] 10:46:30
I just have one more comment about the grouping. I think we should expect change not even very long down the road to the groupings. Too much granularity in the group could also cause problems later on if whe have to reschedule the grouping after people have already gotten used to it.

[Magda Zacharska] 10:47:15
I don't think changes in the accordion is something that is happening lightly.

[Magda Zacharska] 10:47:25
I don't expect those changes to happen anytime soon.

[Bob Scheier (Holy Cross)] 10:48:30
Bob mentioned that, like UMASS, Holy Cross would like the ability to more easily add one note that pops up both on check-in and checkout as they had in Sierra. In FOLIO, this now requires double or duplicate notes. May some sort of checkbox to indicate that the notes are for both?

[Magda Zacharska] 10:50:13
Yes, so this is a perfect segue to my next slide about the supported actions.

[Magda Zacharska] 10:51:57
I think we started talking about actions last time. So one option was to find a string in the note and replace it with the new value.

[Magda Zacharska] 10:52:20
The other option would be, to find a term and remove it. But this is not to remove the note. This is to remove this string.

[Magda Zacharska] 10:52:36
The other one is to add a note. So you have a list of records, and you want to add one type of note, and the note will contain the same information for all records.

[Magda Zacharska] 10:52:57
Is this something you need, or is it not really needed?

[Jennifer Eustis (she/her)] 10:53:12
I think that's a good thing to have because you might have an exhibit or move books to an annex, and you need to add some notes on the item records.

[Sara Colglazier (MHC/5C)] 10:53:40
We have a note when we add a temporary location to our new books where we add a note to alert staff that the book actually goes to the reading room new book section, don't put it in the stacks because the call number, of course, says it goes to the stacks.

[Magda Zacharska] 10:54:07
So then we would remove all. So you have a list of records you are working on and want to remove all check-in notes? Is this a use case?

[Bob Scheier (Holy Cross)] 10:54:31
Yes, definitely.

[Sara Colglazier (MHC/5C)] 10:54:33
Yes, definitely.

[Jennifer Eustis (she/her)] 10:55:26
I would say yes.

[Sara Colglazier (MHC/5C)] 10:56:11
Yes, if you can make them staff only, then you should be able to remove them.

[Bob Scheier (Holy Cross)] 10:56:12
Yeah.

[Sara Colglazier (MHC/5C)] 10:56:36
Can I ask one question about this? Can I repeat?

[Sara Colglazier (MHC/5C)] 10:56:44
So check-in. Note, add no, blah blah blah check-in note.

[Sara Colglazier (MHC/5C)] 10:56:48
Make staff only. That can be one action. I don't have to run it twice, right?

[Sara Colglazier (MHC/5C)] 10:56:55
So if I wanna say I want my check-in note to be reading room, new books, and I want it to be staff only.

[Sara Colglazier (MHC/5C)] 10:57:02
I would have to list it twice, right?

[Sara Colglazier (MHC/5C)] 10:57:08
So it's repeatable?

[Magda Zacharska] 10:57:10
Yes, yes, so this is a good point.

[Sara Colglazier (MHC/5C)] 10:57:31
I think as long as it's repeatable. That's fine.

[Sara Colglazier (MHC/5C)] 10:57:34
I just wanted to make sure that we didn't have to run it twice.

[Magda Zacharska] 10:57:38
Oh, no, you definitely don't want to go through the whole process twice because the same note needs to be staff only, for example.

[Magda Zacharska] 10:57:51
But this is a good point that this needs to be repeatable.

[Magda Zacharska] 10:58:21
I will add those new actions that you mentioned to the list now: remove staff only, duplicate note.

[Bob Scheier (Holy Cross)] 10:59:53
So, remove all is removing or deleting multiple notes.

[Magda Zacharska] 11:00:00
Yes, of the same type. So if you do the remove all, you remove all the check-in or provenance notes.

[Magda Zacharska] 11:00:34
So if you have multiple checking notes, removing all will remove all the notes.

[Bob Scheier (Holy Cross)] 11:00:41
Well, how will we remove just one that we are searching for a text string?

[Bob Scheier (Holy Cross)] 11:00:46
Okay, how do we do that? Just one?

[Magda Zacharska] 11:01:00
So we have find and remove.

[Bob Scheier (Holy Cross)] 11:01:04
Got it?

[Magda Zacharska] 11:01:47
We will come back to this again when we meet.

[Magda Zacharska] 11:01:52
This is a good conversation. Thank you very much, or maybe I will follow up on slack.

[Magda Zacharska] 11:02:00
Let's see how the time this week goes. If not, we will return to that next time. And hopefully, we will get to the query examples I have on the agenda for several weeks.

[Magda Zacharska] 11:02:19
I will catch up on the chat after the meeting, and if you have something that you would like to bring to my attention that I did not address, please reach out to me directly.

[Magda Zacharska] 11:02:33
Thank you all. Have a good week. Bye bye.