[English] Order dispatch - proposals

Owned by AndrĂŠ Hohmann
Last updated: Jun 06, 2023

This page describes possible solutions regarding dispatching/sending orders.

Inhalt

Description of the problem

In German libraries, it is necessary to automate the sending of orders in FOLIO via e-mail to a greater extent. For example, the SLUB Dresden sends about 2500-3500 orders per year via e-mail, which cannot be sent manually.

  • Status quo of functionality in FOLIO
    • In FOLIO only EDIFACT integration is available so far
    • An e-mail integration for an automated e-mail dispatch is needed
    • UXPROD-1129 - Getting issue details... STATUS is a good basis, but yet not sufficient due to the lack of automated processes
  • EDIFACT cannot be applied in several use cases
    • Suppliers do not use EDIFACT (small publishers, ...)
    • This affects especially publishers of deposit copies for state and national libraries
  • In the D-A-CH region, automated order dispatch has a very high priority and developments will be commissioned and carried out by institutions of the D-A-CH area, as soon as the necessary resources are available.


Proposals / Examples UB Leipzig and SLUB Dresden

App Organisations

  • The integration details in the app Organizations could be expanded: 
    • Integration for e-mail dispatch
    • Use of a schedule function (corresponding to EDIFACT Scheduling) for an aggregated order dispatch - all orders for one vendor are send in one email

App Orders

  • Display/Selection of the integration method in the app Orders
    • Default-Selection of the integration method by configuration of the vendor in the app Organization
    • There should be no manual selection per order!
  • Configuration of the texts of the orders
    • Different email templates must be configurable 
  • Management of logging and error message
    • This should ensure that orders have actually been sent correctly
    • This is not available for EDIFACT so far and could be designed and implemented for all integration details
  • Dispatch/send date
    • In some institutions, the dispatch/send date of the order should trigger the claiming process 
      • There are different requirements in the institutions for the start of the claiming process: dispatch/send date vs. opening date 
    • Therefore a function should be implemented, which allows each institution whether to apply the dispatch/send date (yet to be created) or the opening date (already existing) as trigger of the claiming process. 
      • Institutions that previously applied the opening date should be able to continue to do so
      • Compare the following functions with different settings opportunities for institutions 
        • Approval required → to open orders in settings of app orders
        • Disable instance matching → in app orders settings
  • Order cancellations
    • Cancellations of orders should also be sent automatically

Questions/notes

Notes

  • Ongoing developments that could be considered:
    • Order reminder
    • Journal management
  • The first aim is opening a discussion in the Acquisitions SIG - for the next aims see the questions below

Questions

  • Can a JIRA ticket be created for this issue? How do we achieve this?
  • Do the requirements fit into the general concept of FOLIO acquisition?
  • Are there any international requirements regarding the issue?
  • Should a small working group work out the issue?


JIRA tickets and related comments