Dashboard Use Cases
- Martina Schildt
- Zak Burke
- Marie Widigson
This page is to collect use cases and possible information to be displayed on the Dashboard. See also the original ERM use cases collected in ERM Dashboard Widget proposals Google sheet.
| # | Purpose | Requirement | Analysis Notes | Proposed widget | App | Submitted by OR has use case for institution / customers | Date added |
|---|---|---|---|---|---|---|---|
| 1 | Check for orders that are overdue (i.e. expected but not yet arrived) | Show list of order lines that have "Awaiting receipt" receipt status and where the receipt date is in the past or the PO "Date ordered" > X days/weeks/months before current date | Information potentially spread across Receiving and POLs (which share a backend). Challenge might be that a POL can be partially received - so what is it that we looking for? Potentially would want to limit to one-time orders? (where generally there's a single receipt date expected) Potentially use the receipt time based on the Organisation (there is a prop for this on the org) | Simple Search for Orders | Orders | ||
| 2 | Check for pieces that need to be claimed with supplier | Show list of receiving pieces that have not yet been received but have an "expected receipt date" in the past | Where the piece exists there is an expected receipt date. Information on the pieces API may include Org interval? | Simple Search for Orders | Receiving | ||
| 3 | Check for ongoing orders where no payments have been made in a particular time period (e.g. invoice not issued or missed) | Show list of order lines, where the owning order has type "ongoing" but the order line does not relate to a orders with no payments in the current fiscal year [not clear how we measure "no payments" - needs clarification] | Orders / Invoices | ||||
| 4 | Rejected update attempts of external system in inventory | Show list of Inventory records (instances, holdings, items) that an external system tried to update but where the update was rejected - including error message why it has been rejected | syncing data from external sources, e.g. German union catalogue, but others possible as well update would be rejected because of technical issues or incorrect/missing data at the moment this is controlled via a separate console; will be a FOLIO app; this use case can wait until this work is done | Inventory | |||
| 5 | Rejected deletion attempts of external system in inventory | Show list of Inventory records (instances, holdings, items) that an external system tried to delete but where the deletion was rejected - including error message why it has been rejected | same as above | Inventory | |||
| 6 | List of claim returned items reported in last ____ time period; as a user, I need to see new claim returned items so I can trigger item search workflows | Show list of items with item status "claim returned" last modified in a specified time period | the list is already available via Inventory and Circulation log would be implemented as a search and display widget | Simple Search for Inventory or Circulation Log? | Inventory | ||
| 7 | Show fines over a certain amount to allow action to be taken | Show list of users with overall amount owed over a specified amount to allow staff to take action on those user accounts as appropriate | fee/fine report and circulation log not: show over a certain amount this would be possible, if querying users with fees/fines was possible; but it does not look like that can be done -> LDP this could be queried via LDP; but then the data would not be live data a query based on blocks might be possible it is possible to display users with specific types of blocks; especially, if the description is consistent show list of users with specific kind of block -> query for blocks, show list of users possible is a general kind of widget across block descriptions | Simple search for fees/fines or users? | Users | ||
| 8 | Show patrons with more than a certain number of items lost to allow action to be taken. | Show list of users with more than a specified number of items overdue or lost to allow staff action to be taken on those users accounts as appropriate. | Users | Andrea Loigman | |||
| 9 | Show patrons with more than a certain number of items overdue to allow action to be taken. | Show list of users with more than a specified number of items lost to allow staff action to be taken on those users accounts as appropriate. | Users | Andrea Loigman | |||
| 10 | Show user accounts in a specific patron group + custom field type that recently expired | Show user accounts who recently expired according to a specified patron group (+ custom field type if used by institution) to allow for review / action. For example, a patron group of "visiting scholar" + a custom field type of "engineering school" with an expiration date in the preceding two weeks might prompt an account review to see if any items are still checked out or fines need to be billed to the sponsor | custom fields are searchable via API need to check whether a list of users via expiry date is available; if that is possible, this use case can be displayed as a search and display widget on the dashboard query by custom field and patron group | Users | |||
| 11 | Show user accounts in a specific patron group that will expire in x days | Show user accounts who will expire according to a specified patron group (+ custom field type if used by institution) to allow for review / action. For example, a patron group of "visiting scholar" + a custom field type of "engineering school" with an expiration date in the following two weeks might prompt an account review to see if those patrons have any items checked out or fines need to be payed. It is necessary to do this before that patron leaves the institution. | Users | ||||
| 12 | Show recalled items overdue by selected time frame to allow action to be taken. | Show list of recalled items overdue by a specified time frame to allow staff action to be taken, include both borrower and requesting patron information. | there is a filter for recalled items needed: filter option for due date overdue loans report, but request status not listed there tricky because split across 2 apps report for recalls recalled a long time ago -> based on loan due date difficult starting point could be: paged status in Inventory -> would be good three part item status would be useful here multi app query more analysis needed | Users | Andrea Loigman | ||
| 13 | Show users granted FOLIO permissions in a specified time period | Show user accounts that had permissions granted to them in a specified time period, to allow for auditing permission access as appropriate. Show record where permissions added in the past X days/weeks along with user who added permission | Users | ||||
| 14 | Show inventory records with a particular tag applied to them in a specified time period | Institutions may decide to use tags on inventory (instance, holding, item) to allow staff who do not have inventory create/update/delete privs to report issues with those records for metadata management staff to review Show record where tag applied in the past X days/weeks along with user who added tag | a tag to Inventory within a specific time frame seems not to be possible no link between tag and update action log seems similar date at the moment not recorded | Inventory | |||
| 15 | Show user records with a particular tag applied to them in a specified time period | Institutions may decide to use tags on user records to allow staff who do not have update/delete privs to report issues with those records for appropriate staff to reivew. Show record where tag added in the past X days/weeks along with user who added tag | same as above | Users | |||
| 16 | Allow catalogers/managers to quickly identify rush cataloging to prioritize | List and link to Instances with open requests that have item status "in process" (or do not have Instance status "Cataloged") | items with item status “in process” request on instance or item similar to other request related use case above; but simpler seems to be useful to realize these kinds of use cases because there are so many of this kind -> link together “in process” does not mean “ not catalogued”; could be second copy identifying “rush” not easy currently not sure which is best approach: start from item or request variations at which level: in process / in cataloguing needs something flexible across the board some pieces in place | Inventory + Request | Laura E Daniels | ||
| 17 | Overview of cataloging unit work | Show number of instances cataloged within a specified time period (e.g., month) by language of publication | Barchart/Histogram display | Inventory | |||
| 18 | Show expired users with permissions assigned | Show users who have been assigned permissions and whose records have expired, so that the permissions can be removed | you can return a user list with a date query, e.g. /users?limit=10000&query=(expirationDate < "2021-02-01") what those queries don't tell you is if the person has a permission assigned to them - permission assignments live in mod-permissions, e.g., So this would be an example of one requiring talking to two APIs... probably | Users | |||
| 19 | List users assigned to a particular permission set | List users assigned to a permission set chosen from a list. | This one could potentially be just one API, if you had permission to talk to the add-perms modal, E.g., imagine a widget where you could click a button, select the desired permissions from the add-perms modal, and then click a button to search the API call underneath would be (I think) /perms/users?hasPermissions="some list of permission UUIDs" | Users | |||
| 20 | Expired holds | List of expired hold shelf items by pick-up location | there's already a report that does this in the Requests app, I think - | RA | Andrea Loigman | ||
| 21 | On order items for course reserves | List of items needed for course reserves that are on order - by reserve location, incl. state of order. | Courses | Andrea Loigman | |||
| 22 | Recalled items needed for reserves | List of items that have been recalled, including due dates. for course reserves | Courses | Andrea Loigman | |||
| 23 | Show users where notifications per e-mail have not been delivered for the last x days | Reason might be: e-mail account is full or mistyped e-mail address. So staff can try to find out the correct address or to contact the patron in other ways | Users | ||||
| 24 | Find "orphaned" title level requests where there are no requestable items. (Workaround until the issue is solved.) | List of titles with requests that has no requestable item. | Requests | Marie Widigson (but Stephanie Buck and Brooks Travis would know more) | |||
| 25 | Number of free workplaces (currently not occupied or not occupied in the next hour) | not only in COVID times.... | Status(?) | external source | |||
| 26 | Open requests (Pages) with the status "open-not yet filled" for more than x days | List of paged items that haven´t been processed/made available for pick up in a certain timeframe to check why this didn´t happen | Requests | ||||
| 27 | Page requests with status "open - not yet filled" and location | List of requests as a kind of alert e.g. for a smaller collection | Requests | Martina Tumulla | |||
| 28 | Show bound-with titles which have not been linked together yet | List of items with bound-with flag if theiy no link to holdings from other instances | Inventory | ||||
| 29 | Show a list of any calendars that are about to expire / don't have active updates | For calendars that are applied to active policies and locations, and show any that that are not going to be effective x number of days in the future. | Calendar | ||||
| 30 | Barchart to indicate volume of items/actions needing attention needing attention. | A locally selectable set of items that show volume of work on specific functions (e.g. - holds waiting to be cleared, items waiting to be pulled, patron records needing attention) | Barchart/Histogram display | RA | Andrea Loigman | ||
| 31 | Show settings in a given area that have been update and by whom | Ability to define which settings you are interested in (e.g. Settings→Calendar and/or Settings→Circulation), ability to see what has been changed and by which user(s) | Settings | Andy Horbal | |||
| 32 | Ability to incorporate widgets from non-FOLIO software on the dashboard. | e.g. Include widgets from Springshare or google | reusing widgets in FOLIO is not possible | Andrea Loigman | |||
| 33 | Ability to incorporate FOLIO widgets (or data) into a non-FOLIO dashboard system. | e.g. include data from FOLIO into another analytics platform like Tableau. This could be useful for a multi-tenant consortium who wants to pull data from several FOLIO systems, and other sources as well. | Lloyd Chittenden | ||||
| 34 | Look up actual cost of a lost item from purchase order | For manually created replacement bills, we want to look up the actual cost of an item by finding the amount paid on the purchase order. Lookup input would be by barcode (preferably). | Result should show the basic bibliographic information (title, author, pub date, edition, instance ID), the book cost and purchase order date. | Find actual item cost by barcode | Orders and Inventory (this would be for patron billing) | Joanne Leary |