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Slack Channel: # erm-team

Agenda Nov 10th 2021

Convener: Martina S.

Notetaker: Martina T.

Housekeeping

• All: Please edit the attendees list below and indicate when you are there!

• Next ERM meeting:  Nov 17th

• 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 127

2. Agreement CSV export

   1. Please answer the questions in this document: Agreement CSV Export
       

3. Implementers topics actions update

Minutes

• Development progress -  ERM Sprint 127

  • ERM Sprint 127 just started this week

  • Fixing some issues from bugfest for mod- agreements and ui-agreements

  • If agreement has many order lines attached, this lead to an error – we are creating an URL – limit of the total length of URL – we are splitting it down to shorter length

  • Backend issue – duplicates titles creation – ERM comparison test by Felix

  • Working on shortcuts and continuing work on software tests

• Agreement CSV export

  • Please answer the questions in this document: Agreement CSV Export - Please add to this document, if you have additional comments

  • What information might be in an export? + Is it a single Agreement or one csv containing multiple agreements?

  • Q1: What information from an agreement would you want to see in a CSV export?

    • A csv export is not intended to be a backup – What sort of backup is looked for?

      • In case something happens to the data in FOLIO? Yes

      • Wanting to restore and not asking IT department for help

      • License as example – having a copy at a particular time

      • Jack (chat): I can see wanting to download things as a backup in the future once I could bulk-edit content on agreements - So that if it went sideways or if I did it wrong I have something to go back to

      • Kristin (chat): Or is Lars-Hakan wanting a back-up in case someone makes a mistake and messes up an agreement you want to restore the original data?

      • Felix (chat): I could imagine an automated feed that is using the / agreements-csv-export API to download daily files for later comparison reasons (create a diff).

      • Needs some consideration of that separately and further exploration (backup)

      • Worth thinking about and discussing – while csv is giving you a way of doing it, it seems not the right way and would be a workaround - restore option or a daily changes option

    • Sara: option would be to have a check box to include the AGL or not? In some cases interested in the Agreement and other times you need both? If you choose not to export AGL information, but the count of AGL in the export would be good

    • Jack: coral is dumping every field in a csv, basically all fields I can delete afterwards

    • Sara: maybe we could get a modal include or don’t include it – uncheck the ones which should not be included

    • Molly (chat): I had to step away for a moment so maybe this was already stated but that sounds like the model that's already in place for the orders app. You either get everything or a picker

  • Q2: Would you need to export multiple agreements in one CSV file?

    • In favor multiple Agreement in one csv file - question about structure – csv file is a table 

    • How do we split the data across rows and columns? multiple names, multiple properties, multiple AGL

    • Jack (chat): CORAL just used the actual database values as column headers and when there were situations with multiple relevant values (attached orgs. alt names) it divided them by pipes - The AGL is an interesting question

    • Felix (chat): If the AGR has >1 AGRLine, include the AGR as multiple rows with one AGRLine per row

    • AG focused export – one row per agreement / multiple value to spread across column or all the value in a single column  

    • AGL focus export – one row per agreement line – repeated data for each agreement  

    • Larger report or picker scenario 

    • AG level - one row per AG everything has to be managed in that row

    • AGL level – one row per AGL and repeated information for the parent information

    • Other repeated fields – periods on AG, organizations on AG, people on AG, POL on AGL  

    • Sara Colglazier (chat): Sup Docs could get tricky

    • Already support export format which is JSON of the agreement – includes everything in the UI

    • CSV format – cannot make it completely flexible – there are reporting solution with FOLIO to do the more complex scenarios

    • Robert (chat): How about you select the output format / Export as a database files – open source open office? 

    • Sara (chat): What about the data that comes out as strings and is not human readable ... that is not what will happen in the CSV, right?

    • Data from multiple apps is always a challenge / all data in FOLIO is in JSON 

    • Martina S. (chat): Just checked the orders export: you seem to have 1 line per POL

    • Kristin (chat): I guess if this is getting very complex, it seems like the more comprehensive reporting solutions, e.g., LDP to handle the complexity.

    • Robert (chat): You could just export it as JSON and use one of the free viewers to convert to CSV. For example I just tried out Dadroit JSON Viewer

    • Decision on how the csv export structure looks like – for other scenarios you need to use a reporting solution 

    • Complexity - any data we are not storing directly 

    • AGL – would it include information of POL attached? Or not?

    • What is stored in Agreements is the UUID for a POL – would that be sufficient?

    • Julie (chat): I think we'd want to export the human readable POL number

    • Jessica (chat): Definitely, the POL # would be helpful

    • Felix (chat): +1 Julie. IF we need the POL data then it would be the POL # One thing we're doing with exports is to collect records that match certain criteria and send over to staff members to fulfil a task.

    • Sara: the POL is my key to look up things

    • Felix: we store the POL as the key information as well

    • issue to retrieving data across apps – is complicated / What is the purpose of the CSV? 

    • Jack: list of information that I can use to work or give to colleagues

Chat

Von Felix Hemme (ZBW) an alle 02:15 PM
I could imagine an automated 
Von Jack Mulvaney an alle 02:16 PM
I can see wanting to download things as a backup in the future once I could bulk-edit content on agreements
So that if it went sideways or if I did it wrong I have something to go back to
Von Kristin Martin (she/her) an alle 02:17 PM
Or is Lars-Hakan wanting a back-up in case someone makes a mistake and messes up an agreement you want to restore the original data?
Von Lars-Håkan Herbertsson an alle 02:17 PM
I'm not sure exactly to be honest.
Von Jack Mulvaney an alle 02:26 PM
SFX sort of behaved like that for exporting
The default was everything and then you could define a set of specific fields if you didn't need other things
Von Molly Driscoll an alle 02:26 PM
I had to step away for a moment so maybe this was already stated but that sounds like the model that's already in place for the orders app.
You either get everything or a picker
Von Jack Mulvaney an alle 02:30 PM
CORAL just used the actual database values as column headers and when there were situations with multiple relevant values (attached orgs. alt names) it divided them by pipes
The AGL is an interesting question
Von Felix Hemme (ZBW) an alle 02:30 PM
If the AGR has >1 AGRLine, include the AGR as multiple rows with one AGRLine per row
Von Jack Mulvaney an alle 02:30 PM
But newer versions of CORAL integrate with HLM so the folks working in the CORAL Community might have already solved it
Von Kristin Martin (she/her) an alle 02:31 PM
+1 to Molly. Maybe follow something similar to orders? You can have multiple POLs per order, but I don't remember exactly how that is structured.
Von Felix Hemme (ZBW) an alle 02:32 PM
Sounds good Sara
Von Robert  an alle 02:36 PM
How about you select the output format
Von Sara Colglazier (MHC/5C) an alle 02:36 PM
Sup Docs could get tricky
Von Robert an alle 02:39 PM
Can it be exported in a database format
Von Sara Colglazier (MHC/5C) an alle 02:41 PM
Question, Owen, about what you were just saying about the JSON ...
Von Jack Mulvaney an alle 02:41 PM
That's why I'd be fine with basically one line per agreement with every value divided by pipes - I get wanting to have more flexibility with AGLs but ideally we would be able to report via one of the actual reporting solutions for the entire system to get more helpful cross-app info.
Von Sara Colglazier (MHC/5C) an alle 02:41 PM
What about the data that comes out as strings and is not human readable ... that is not what will happen in the CSV, right?
Von Martina Schildt an alle 02:43 PM
Just checked the orders export: you seem to have 1 line per POL
Von Kristin Martin (she/her) an alle 02:50 PM
I guess if this is getting very complex, it seems like the more comprehensive reporting solutions, e.g., LDP to handle the complexity.
Von Robert  an alle 02:50 PM
You could just export it as JSON and use one of the free viewers to convert to CSV. For example I just tried out Dadroit JSON Viewer
Von Julie Brannon (she/her) an alle 02:54 PM
I think we'd want to export the human readable POL number
Von Jessica Harris an alle 02:55 PM
Definitely, the POL # would be helpful
Von Felix Hemme (ZBW) an alle 02:55 PM
+1 Julie. IF we need the POL data then it would be the POL #
One thing we're doing with exports is to collect records that match certain criteria and send over to staff members to fulfil a task.
Von Jessica Harris an alle 02:59 PM
I don't think it's necessarily a failure either - sometimes I just need to share info with the subject specialists, who may  or may not understand the ins & outs of grabbing it from FOLIO
+1 Jack
Von Owen Stephens an alle 03:00 PM
So the spreadsheet (I guess this is ultimately where a csv ends up) is a lingua franca
Von Kristin Martin (she/her) an alle 03:00 PM
Or it's a different way to view data that is very compressed.
Von Jack Mulvaney an alle 03:01 PM
^^ definitely this

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