2025-11-05 Data Import SIG Meeting Notes

Item

Announcements

From SLACK: Unable to open in quickMarc a record that was overlaid with an existing link to an authority record, and the action profile updated the instance instead of the MARC bibliographic, it broke the record and we got an error message.

Instance fields that are de-duplicated by default. Relevant meeting notes:

2024-5-1 Data Import Subgroup meetingPreview

2024-8-7 Data Import Subgroup meetingPreview

Question for a future meeting: how should this information be documented for users?

If you have experienced this problem, please post to our #data-import-sig-lab channel.

Christie clarified the expectations for note-taking: focus on themes,
decisions, and action items rather than detailed minutes.
CT also emphasized the importance of making documentation about
FOLIO’s functionality easier to find within the community’s vast corpus of existing wikis and meeting minutes. The hope is that the community can make it easier for users to find answers to their questions and understand where to report on and follow bugs.
A bug was reported in the Data Import Slack Channel regarding overlaying records linked to authority records, which caused the inability to edit instance MARC records via QuickMarc.
Jeanette Kalchek tested the issue, but was not able to replicate
it and found no consistent errors.
If others experience this, it was recommended that they should
report it in the Data Import Lab Channel.
A JIRA ticket will be created if a pattern emerges.
A similar bug was reported regarding overlaying instance records via Data Import, which made it impossible to edit the corresponding MARC record in QuickMARC thereafter
Christie Thomas and Jennifer Eustis confirmed that it would be appropriate to bring this issue to the Data Import Lab session on Thursday, 11/05, to workshop the issue MODCPCT-85: MARC records updated with Single Record Overlay thereafter uneditableClosedPreview

Next meeting:

• Review draft templates for tracking decisions.

• Revisit Edifact invoice import refinement updates from Ryan.

• Discuss results or progress on the community survey/poll for the Acquisitions SIG

Discussion (New Topic or Jira Issue)

New Topic

Unable to pull vendor account number from POL when importing EDIFACT invoices (from topic tracker; previously discussed on 2024-07-10 / Jira UIDATIMP-1695: Allow user to load multiple invoices for one vendor with different account numbers in single fileIn RefinementPreview)

Problem: In Folio, vendor account numbers must be manually entered for each invoice line, unlike Voyager where it was set once at the header.
Kimberly developed a Python script to automate inserting account numbers into each invoice line.

Issue with Poppy upgrade: Required accepted values in dropdowns,making manual syntax entry impossible without API intervention.
Challenge: EDI files often contain multiple invoices with different account numbers, making it impractical to use a single import profile.
Suggested Solution: Christie Thomas suggested that it may be helpful to pull account number from the Purchase Order Line (POL)during import, similar to how fund distribution is handled

Community feedback:

Sara Colglazier shared similar challenges and uses separate import profiles per account number.
Scott Perry noted that account numbers are tracked at the invoice header level and not line-by-line.
Jennifer Eustis and others supported the idea of using POL tokens for mapping account numbers.
Ryan Taylor confirmed the issue is in refinement and will bring the SIG’s feedback to the development team.
ohttps://folio-org.atlassian.net/browse/UXPROD-3068
Key Decisions
Consensus: Creating separate import profiles for each account number is not scalable.
Agreement: A token-based solution pulling from purchase order lines – POL - is preferred.
Next Steps: Ryan will bring feedback to developers at their next refinement session, ensure that goals and requirements are aligned across groups (Data Import and Acquisitions SIGs), and report back in
a future meeting.

EDI orders

UXPROD-5586: Data Import (orders) - Include Loan type for field mapping profileOpenPreview

UXPROD-4589: Submit Orders via automated email integrationBlockedPreview

UXPROD-4275: Support order cancelation via EDIFACT order exportOpenPreview

EDI Invoices Enhancements

UXPROD-3068: EDIFACT invoice import refinementDraftPreview

Discussion on broader Edifact invoice import enhancements.

Scott Perry emphasized the need for flexible mapping options due to highly vendor-specific Edifact formats. He also mentioned Edifex
Jennifer Eustis suggested a configuration page for different
vendor mappings.
Christie Thomas proposed a community poll that would be
presented to the Acquisitions SIG to assess needs and priorities for Edifact invoice and order imports, and what is needed to get such an import functionality to the MVP level.

Housekeeping

Topic from above

Get Link to Jira from Discussion on 2025-10-15 *

Log UI Enhancements:

• Add date and start/stop running date and times to the summary log page

• include the date/time data (start + end) somewhere in the Data Import log individual job view

*See Add date and start/stop running date and times to the summary log pagePreview . Link set should we see this next meeting as part of the discussion on process.

Actions/Decisions Needed

Roadmap Discussion (At same time of a new release)

MVP Discussion (at the same time of a new release)