Dashboard Use Cases

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

@Martina Schildt 

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

@Martina Schildt 

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

@Kristin Martin 

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

@Martina Schildt 

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

@Martina Schildt 

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 

@(OLD ACCOUNT) Erin Nettifee 

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

@(OLD ACCOUNT) Erin Nettifee 

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

@(OLD ACCOUNT) Erin Nettifee 

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

@Uschi Klute 
 

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

@(OLD ACCOUNT) Erin Nettifee 

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

@(OLD ACCOUNT) Erin Nettifee 

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

@(OLD ACCOUNT) Erin Nettifee 

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 

@Laura E Daniels 

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")

or by querying by the status field (though unexpired users can have inactive statuses)
/users?limit=10000&query=(active=="false")

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., 

/perms/users/uuid/permissions?full=true&indexField=userId

So this would be an example of one requiring talking to two APIs... probably

Users

@Maura Byrne 

@(OLD ACCOUNT) Erin Nettifee 

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"

Then the work on the UI end would be to know to use the userIDs returned to display the list of users in a friendlier way

Users

@Maura Byrne 

@(OLD ACCOUNT) Erin Nettifee 

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

@Uschi Klute 

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

@Uschi Klute 

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

@lisa perchermeier 

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

@Uschi Klute 

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

@Andrea Loigman 

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 

35

See and run your Reports in the Reporting App from your dashboard

Would be nice for a user to see reports they/others have saved and run them right from the dashboard, and also would be great to be able to see whatever reports they have access to under Run Reports. 

Result should show provide access to the Download to CSV so user can get reports in the Reporting App right from the dashboard

Metadb Reports

Reporting App

@Sharon Markus