2024-08-14 Claiming process (order reminders) - questions from SLUB Dresden and UB Leipzig for WOLFCon

The following questions have been developed by the SLUB Dresden and UB Leipzig since 2024-08-14 in preparation for a meeting with Joe Reimers at the WOLFCon.
The aim is to coordinate/synchronize the requirements regarding the order reminder process, in particular the claiming levels, as preparation of the WOLFCon meeting. 

Questions about existing fields/functions (claiming process)

  1. Is it planned that the value of the field “Expected receipt date” field in the app Orders is entered automatically when the order is opened and calculated by adding the value of the field “Expected receipt interval” in the app Organization to the date when the order is opened?

  2. How is the value in the field “Claiming interval” in the app Orders applied?

    • Will the value be imported from the app Organizations for each order?

      • JR: The default Claiming interval from Organizations should be applied to each order line, but can be changed at the order line level.

  3. When/How is the checkbox “Claiming active” activated?

 Example records in FOLIO-Snapshot:

Questions about proposals to enhance/improve fields/functions (claiming process)

Configuration of reminders/claiming letters

Definitions

The following definitions are intended to facilitate understanding of the following questions. 

  • Claiming settings: Proposal to create a new section in the app Settings for the configuration of the claiming process. 

  • Claiming level setup: Configuration of the claiming levels (for example the amount of claiming levels for each claiming level setup) for various specific use cases (e. g. purchase or depository). 

  • Claiming level: Escalation stages with properties as for example the claiming interval for each level.

Questions

  1. Can a new section “Claiming settings” (or with another label) be created in the app Settings for the configuration and management of claiming levels?  

  2. Can multiple claiming level setups be implemented in “Claiming settings” (e.g. for depository and purchase acquisition in the mock-ups)?

    • The claiming levels should be used in addition to the existing field “Claiming interval” in the app Orders, which should still be available - as the field is already applied and not all institutions might need claiming levels. 

    • Examples of Claiming levels per claiming setup:

      1. Claiming level setup 1 (purchase)

        1. Claiming level 1 : A days (1 - purchase)

        2. Claiming level 2 : B days (2 - purchase)

      2. Claiming level setup 2 (depository)

        1. Claiming level 1 : Q days (1 - depository)

        2. Claiming level 2 : R days (2 - depository)

  3. Can an additional integration of e-mail dispatch be implemented for each claiming level in order to adjust the text and claiming interval for each claiming level? The e-mail templates should be managed globally (see next section “E-Mail templates for sending orders and claims“).

    • Examples: 

      1. Claiming level setup 1 (purchase)

        1. Claiming level 1 : A days + e-mail-template (1 - purchase)

        2. Claiming level 2 : B days + e-mail-template (2 - purchase)

      2. Claiming level setup 2 (depository)

        1. Claiming level 1 : Q days + e-mail-template (1 - depository)

        2. Claiming level 2 : R days + e-mail-template (2 - depository)

  4. How and when are the reminders sent? 

    • Can the sending of the reminder be configured for each institution (see the previous questions 2 and 3)?

    • Can the reminder be sent both automatically and manually?

  5. Wie/wo wird die derzeitige aktuell gültige Mahnstufe angezeigt?

  6. How/where is the current valid claiming level displayed? 

 

E-Mail templates for sending orders and claims

  1. Global templates are required for order dispatch

    • Reason

      • Approximately 15,000 vendor data records are managed in the SLUB Dresden, thus e-mail-templates cannot be created and customized manually for each vendor. 

    •  Advantages

      • Future adjustments on the texts (salutation, formulations, ...) can be implemented globally

      • Unintentional deviations in the e-mail texts per vendor are avoided, for example due to natural variances where several employees are involved

  2. Global templates are required for each claiming level and for each claiming level setup and not for every single vendor

    • Reason 

      • Approximately 15,000 vendor data records are managed in the SLUB Dresden, thus e-mail-templates cannot be created and customized manually for each vendor. 

    • Advantages

      • Future adjustments on the texts (salutation, formulations, ...) can be implemented globally for each use case

      • Unintentional deviations in the e-mail texts per vendor are avoided, for example due to natural variances where several employees are involved

 

Integration Details

  1. Could several integration details be created for each vendor?

    1. JR: Multiple integrations are possible for each vendor. We plan to separate order integrations from claiming integrations (i.e. separate integrations for ordering and claiming are required), but we are also adding the ability to copy integrations to simplify that.

    2. Please see:

      1. UIORGS-441: Add Duplicate integration to organization integrationsIn Progress

      2. UIORGS-442: Add claiming to organization integration detailsIn QA

  2. If there are more then one integration details per vendor available:

    1. Could one of them be selected manually in each order?

      1. JR: We are evaluating the best approaches for this. Ideally it would be programmatic, based on location, custom field, or similar. Manual selection is also a possibility, but for large libraries, might be cumbersome.

      2. JR: Update - based on feedback from the SIG, it appears the preferred method is to apply integration based on account number.

    2. Could one of them be defined as default value in the order templates?

      1. JR: That is definitely a strong possibility.

Filter functionality

  1. Can orders be filtered by the expected receipt date before dispatch? 

    1. Goal: It should be possible to manually change the expected delivery date in order to delay the reminder. 

    2. Note: There are mock-ups from Dennis Bridges that describe similar scenarios 

      1. 2023-09-12 Acquisitions Meeting notes

      2. 2023-10-03 Acquisitions Meeting notes

        1. JR: Delay claim functionality already exists. We are planning an interface to allow this in a dedicated claims space rather than having to go title-by-title

Related links

UXPROD-4274: Support claiming integration via EDIFACT order exportIn Progress

https://miro.com/app/board/uXjVKGhaLwU=/?share_link_id=21429580107 (Please note that the Miro link is a whiteboard/work in progress for mocks and consideration of approaches)