Meeting Time:    8 am EST /  2 pm CET / 1 pm UK

Call in Number:     https://zoom.us/j/995679876 

Meeting URL:  https://zoom.us/j/995679876 Password needed: please see link below

https://folio-org.atlassian.net/wiki/display/COMMUNITY/FOLIO+Meetings+with+Zoom

ERM SIG Folio Wiki: https://folio-org.atlassian.net/wiki/display/ERMSIG/

Google Folder: https://drive.google.com/drive/folders/17X3tr6siZH8iS07kGcjAqUNl01zVrJmB

Terms and definitions: https://docs.google.com/document/d/1vue-mbcULpZivWu69a7nAZEdC-H2yXPQqSblbL_0J6U

Slack Channel: # erm-team

Agenda Oct 6th 2021

Convener: Martina S.

Notetaker: Martina S.

Housekeeping

• All: Please edit the attendees list below and indicate when you are there!
• Next ERM meeting:  Oct 13th
  
  • looking for volunteers to describe how Agreements vs. Agreement Lines are used to handle different use cases

  • looking for volunteers for a FOLIO Forum: in a panel presentation on how FOLIO libraries are managing ERM & acquisitions, specifically:

    • walking through the acquisition of a new e-resource start to finish (ordering, invoicing, activation, and agreement tracking)
    • walking through a renewal from an orders/invoices/agreement perspective
    • maintaining changes in title lists year over year
• all questions and topics for the ERM implementers meeting can be posted on this confluence page: https://folio-org.atlassian.net/wiki/x/SABS
• Open discuss posts: right now no new posts regarding erm

Agenda items:

1. Development progress - ERM Sprint 124
2. Discuss ERM implementers topics:
   1. License term settings screen re-design (line 40)
   2. Duplicate Licenses including connected Amendments (line 41)
   3. License Term status (line 42)
   4. Agreement Lines: Count column for titles versus packages (line 43)
   5. Internal KB: Enhance package metadata schema (line 44)
   6. Improvements to display of resources that are subscribed through an agreement (line 45)
   7. ERM comparisons: Make Comparison points hyperlinks (line 46)
   8. Agreements/agreement lines: Adjust placement of 'Add PO line' button on agreements edit screen (line 47)

Minutes

Development progress update

• Main focus is Kiwi release: backend and frontend modules need to be released
• work on bugfixes
• small tweaks to the display to be better in line with UX/UI guidelines
• implemented duplication of suppl. documents and suppl. properties as part of duplicating process for agreements

Implementers topics

a) Settings for Licenses → License terms

License terms: Looking at the list of terms in the right pane
It would be helpful to have the button "New" freezed, to be able to start creating a new license term even if the user is at the end of the existing list

• • freeze "New" button → makes sense to the group
  • in chat:
    • Von Hartnett, Eric J an alle:  02:11 PM
      That makes sense
      Von Felix Hemme (ZBW) an alle:  02:12 PM
      That seems to be in line with the new button in Agreements and Licenses. Makes sense,
  • question by Felix in chat:
    • If you move the "new" button into the header for license terms, could you copy this to Agreements supplementary properties as well?
    • Answer by Owen: Yes we could do that Felix
  • decision: freeze "New" button in license settings and supplementary properties and other settings for licenses and agreements as well
• Be able to search for terms

It would be helpful to have the ability to search for terms (in addition to the browser search)

See possible option in Settings - Data Import - Profiles as an example

• • not highest priority; users are able to search by browser search 
  • Chat: Von Jack Mulvaney an alle:  02:20 PM
    What would It ideally be searching?
  • Answer: Label, name, description
  • Von Bob Scheier (Holy Cross) an alle:  02:20 PM
    It might be good to have the terms with accordion as well so you can browse it easier
    Von Jack Mulvaney an alle:  02:21 PM
    So mostly the label, name, and description, Not the reference data lists (ie. yes/no) that accompany them
    Von Claudia Malzer an alle:  02:21 PM
    just want to mention that the terms list is not a multi column list, so it’s different from the search in DAtaImport settings
    Von Felix Hemme (ZBW) an alle:  02:23 PM
    more like a one-time thing
  • how many terms do libraries have:
  • in chat:
    • Felix in chat: We have 27
      Von Jack Mulvaney an alle:  02:23 PM
      We would have a similar approval process since all Five Colleges would need to agree - it would be a longer process that wouldn't happen often. In using CORAL I only added two terms in the two years after the initial setup
      We had around 20 in CORAL for UMass
    • Von Hartnett, Eric J an alle:  02:23 PM
      I don't remember off the top of my head but it's not enough to warrant a searh
      Von Bob Scheier (Holy Cross) an alle:  02:23 PM
      In our current system I would say around 20 as well
      Von Emma Raub an alle:  02:24 PM
      20 sounds about right for us too.
      Von Hartnett, Eric J an alle:  02:24 PM
      *search

I'm counting 15
in our system

A simple display of the names?
Von Claudia Malzer an alle:  02:25 PM
and it’s not possible to create a term with an already existing name

Von Felix Hemme (ZBW) an alle:  02:26 PM
Maybe add search in the backlog and address it later?
Von Emma Raub an alle:  02:26 PM
Radio buttons instead of just drop-down picklists would also be amazing! 

Von Jack Mulvaney an alle:  02:26 PM
Agreed actually

Von Bob Scheier (Holy Cross) an alle:  02:27 PM
Expand all/compress all accordion?

Von Jack Mulvaney an alle:  02:28 PM
I'd love checkboxes for the multi-value dilemma as well

Von Emma Raub an alle:  02:29 PM
Yes, I meant checkboxes.

Von Gill Osguthorpe an alle:  02:29 PM
Would it useful to be able to filter by any fields here, e.g. Primary terms or Default visibility?

• • decision: there are more important aspect to address than searching as it seems; adding terms is a process and often there are lists of terms in wikis where checks would be made against
  • if there is a search and results display as is existing in data import settings, there would be a URL that could be linked in wikis
    • that would be helpful for system librarians
    • in chat: Von Bob Scheier (Holy Cross) an alle:  02:32 PM
      I like that even  better than accordion
  • Gill will work on some options 

b) duplicate license and amendments as set

Ability to duplicate licenses including their connected amendments

Use case: a library creates a license record for the general license contract and adds amendments for the resource-specific appendixes. If a few years later there is a new general license with resource-specific amendments, the library wants to be able to duplicate all existing records

• question by Owen: the duplicate license screen should it then include the duplicate amendment options as well?
  • Martina: yes, but not for each amendment separately
• Von Hartnett, Eric J an alle:  02:38 PM
  I can't recall ever needing to/wanting to duplicate a license but that's just my case
  Von Abby Wickes (she/her/hers) an alle:  02:39 PM
  I can see the benefit of duplicating amendments and potentially licenses, but I'm trying to think of many use cases for duplicating them as a set
  for example we have some full licenses that we need to sign over and over again each year that remain the same, the provider just needs a fresh signature
  Von Hartnett, Eric J an alle:  02:39 PM
  A template
• Von Hartnett, Eric J an alle:  02:38 PM
  I can't recall ever needing to/wanting to duplicate a license but that's just my case
  Von Abby Wickes (she/her/hers) an alle:  02:39 PM
  I can see the benefit of duplicating amendments and potentially licenses, but I'm trying to think of many use cases for duplicating them as a set
  for example we have some full licenses that we need to sign over and over again each year that remain the same, the provider just needs a fresh signature
  Von Hartnett, Eric J an alle:  02:39 PM
  A template

we still haven't implemented Agreements yet, so those implications are less on my radar :)

I'll chat some more with Virginia and Julie to revisit what we were thinking of when we suggested it

• option: be able to move an amendment, would that be helpful?
  • would be a lot of clicking as well, so decision: won't do

c) license term status

It could be helpful to have a License term status in the Settings for Licenses → License terms

Use case:
For several years a library uses one license term for several licenses.
At some point, this license term will no longer be used, and the library does not want to display it on new license records.
Still, it should stay in the historical and existing licenses.

• workaround: change to non primary term and add "deprecated" to the name
• but that may clutter the display over time
• Bob: add a status of active and inactive
• In chat: Felix Hemme (ZBW) an alle:  02:47 PM
  We have an Agreement supp property that is deprecated and we have set it as non-primary so it is not displayed in the default edit screen
  But that is a workaround
• option: display only active terms on licenses
• in chat: Von Bob Scheier (Holy Cross) an alle:  02:56 PM
  Some screenshots of Quickbooks Online “active” “inactive” https://quickbooks.intuit.com/learn-support/en-sg/manage-customers-and-income/how-to-make-inactive-account-active-again/00/492669
• decision: Owen will review requirement and possible solutions

d) When titles from the EKB are attached as Agreement Lines their count in the AGL Accordions Multi Column List is always displayed as "1" regardless of selection status. This is the opposite of when a package is connected as an AGL - the count displays as however many titles are selected out of all possible titles in the package.

This has led to some confusion over whether or not EKB titles attached as AGLs are selected or not when looking at the Agreements Accordion. The only way to tell is to click into each title AGL and view the placard of eHoldings data. It would be helpful for titles and packages to display their count in the same/or similar ways.

• idea: use different colours
• in chat: Von Kristin Martin an alle:  03:00 PM
  Do the colors have to do with whether they are hotlinked?

So, once a hotlink is used, it changes color, which is typical behavior.

• using colours do differentiate can be tricky
• hyperlinks change colour when clicking is browser based
• Von Jack Mulvaney an alle:  03:02 PM
  I will also say - my colleagues keep accidentally opening the eHoldings record because they gravitate towards the hyperlinked title thinking it will open the AGL menu - not the title or package record
• take step back and bring greater claritiy to the display
• Owen and Gill will review
• count 0/1 can be easily done

Chat

Von Hartnett, Eric J an alle:  02:11 PM
That makes sense
Von Felix Hemme (ZBW) an alle:  02:14 PM
That seems to be in line with the new button in Agreements and Licenses. Makes sense,
If you move the "new" button into the header for license terms, could you copy this to Agreements supplementary properties as well?
Von Owen Stephens an alle:  02:14 PM
Yes we could do that Felix
Von Jack Mulvaney an alle:  02:20 PM
What would It ideally be searching?
Von Bob Scheier (Holy Cross) an alle:  02:20 PM
It might be good to have the terms with accordion as well so you can browse it easier
Von Jack Mulvaney an alle:  02:21 PM
So mostly the label, name, and description, Not the reference data lists (ie. yes/no) that accompany them
Von Claudia Malzer an alle:  02:21 PM
just want to mention that the terms list is not a multi column list, so it’s different from the search in DAtaImport settings
Von Felix Hemme (ZBW) an alle:  02:23 PM
I am torn: Search seems helpful, but adding terms is more like a one-time thing
We have 27
Von Jack Mulvaney an alle:  02:23 PM
We would have a similar approval process since all Five Colleges would need to agree - it would be a longer process that wouldn't happen often. In using CORAL I only added two terms in the two years after the initial setup
We had around 20 in CORAL for UMass
Von Hartnett, Eric J an alle:  02:23 PM
I don't remember off the top of my head but it's not enough to warrant a searh
Von Bob Scheier (Holy Cross) an alle:  02:23 PM
In our current system I would say around 20 as well
Von Emma Raub an alle:  02:24 PM
20 sounds about right for us too.
Von Hartnett, Eric J an alle:  02:25 PM
*search
I'm counting 15
in our system
A simple display of the names?
Von Claudia Malzer an alle:  02:25 PM
and it’s not possible to create a term with an already existing name
Von Felix Hemme (ZBW) an alle:  02:26 PM
Maybe add search in the backlog and address it later?
Von Emma Raub an alle:  02:26 PM
Radio buttons instead of just drop-down picklists would also be amazing!
Von Jack Mulvaney an alle:  02:26 PM
Agreed actually
Von Bob Scheier (Holy Cross) an alle:  02:27 PM
Expand all/compress all accordion?
Von Emma Raub an alle:  02:27 PM
One sec my audio is off!
Von Jack Mulvaney an alle:  02:28 PM
I'd love checkboxes for the multi-value dilemma as well
Von Emma Raub an alle:  02:29 PM
Yes, I meant checkboxes.
Von Gill Osguthorpe an alle:  02:29 PM
Would it useful to be able to filter by any fields here, e.g. Primary terms or Default visibility?
Von Bob Scheier (Holy Cross) an alle:  02:32 PM
I like that even  better than accordion
Von Felix Hemme (ZBW) an alle:  02:35 PM
We need search for the app switcher ;-D
sorry Martina for the interruption
Von mir an alle:  02:35 PM
no worries ;)
Von Hartnett, Eric J an alle:  02:38 PM
I can't recall ever needing to/wanting to duplicate a license but that's just my case
Von Abby Wickes (she/her/hers) an alle:  02:39 PM
I can see the benefit of duplicating amendments and potentially licenses, but I'm trying to think of many use cases for duplicating them as a set
for example we have some full licenses that we need to sign over and over again each year that remain the same, the provider just needs a fresh signature
Von Hartnett, Eric J an alle:  02:39 PM
A template
Von Abby Wickes (she/her/hers) an alle:  02:42 PM
in that case we might add another document to the record
we still haven't implemented Agreements yet, so those implications are less on my radar :)
I'll chat some more with Virginia and Julie to revisit what we were thinking of when we suggested it
Von Felix Hemme (ZBW) an alle:  02:47 PM
We have an Agreement supp property that is deprecated and we have set it as non-primary so it is not displayed in the default edit screen
But that is a workaround
Von Bob Scheier (Holy Cross) an alle:  02:56 PM
Some screenshots of Quickbooks Online “active” “inactive” https://quickbooks.intuit.com/learn-support/en-sg/manage-customers-and-income/how-to-make-inactive-account-active-again/00/492669
Von Hartnett, Eric J an alle:  03:00 PM
Good meeting, thank you
Von mir an alle:  03:00 PM
Thanks Eric

Von Kristin Martin an alle:  03:01 PM
Do the colors have to do with whether they are hotlinked?
So, once a hotlink is used, it changes color, which is typical behavior.
Von Jack Mulvaney an alle:  03:02 PM
I will also say - my colleagues keep accidentally opening the eHoldings record because they gravitate towards the hyperlinked title thinking it will open the AGL menu - not the title or package record

0/1 would solve the immediate confusion about the split functionality in the count column between an attached title and an attached package

Attendees list