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:

Development progress - ERM Sprint 127
Agreement CSV export
1. Please answer the questions in this document: Agreement CSV Export
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

Attendees list

Present	Name	Home Organization
	Aaron Neslin	UMass
	Abigail Wickes	Duke University Libraries
	Alaina Jones	Duke
	Alice Daugherty	University of Alabama
x	Alissa Hafele	Stanford University
	Alistair Morrison	Johns Hopkins University Libraries
	Amanda Cornwell	Johns Hopkins University Libraries
	Amelia Sutton	UMass
	Andrea Meindl	UB Regensburg
	Ann-Marie Breaux	EBSCO
	Annika Schröer	UB Leipzig
	Anu Moorthy	Duke
	Anya Arnold	EBSCO
	Beate Aretz	Stabi Berlin
x	Benjamin Ahlborn	SuUB Bremen
	Birgit Neumann
	Björn Muschall	UB Leipzig
	Carole Godfrey	EBSCO
	Catherine Tuohy	Emmanuel College
	Charlotte Whitt	Index Data
x	Claudia Malzer	ULB Darmstadt, Developer
	Dennis Bridges	EBSCO
x	Dwayne Swigert	Missouri State University
x	Emma Raub	Cornell
x	Eric Hartnett	Texas A&M University
x	Felix Hemme	ZBW Kiel
	Frances Webb	Cornell, Developer
	Gill Osguthorpe	UX/UI Designer - K-Int
	Gisela Weinerth	SUB Hamburg
	Heather Thoele	Texas A&M University
	Ian Ibbotson	Developer Lead - K-Int
x	Jack Mulvaney	UMass
	Jag Goraya	K-Int
x	Janet Ewing	Five Colleges / Mount Holyoke College Library
	Jenna Lantermann	Five Colleges / Smith College
	Jenna Strawbridge	Duke
	Jessica Harris	Chicago
	Jir Shin Boey	Missouri State University
	Joe Sikowitz	Fenway Library Organization
	Johann Rolschewski	ZDB, Berlin
	Johanna Radding	Five Colleges / Amherst College
x	Julie Brannon	Duke
	Kathleen Berry	UMass Amherst
x	Kathleen Norton	Five Colleges / Mount Holyoke College Library
	Katrin Brüggemann	UB Leipzig
	Khalilah Gambrell	EBSCO
	Kirstin Kemner-Heek	VZG, Göttingen
	Kristen Wilson	Index Data
x	Kristin Martin	Chicago
	Kyle Banerjee	EBSCO
x	Lars-Hakan Herbertsson	Chalmers
	Laura Wright	Cornell University
	Laurenz Kern	Stabi Berlin
	Lindsey Lowry	University of Alabama
	Luca Lanzillo	Sapienza Library System - Sapienza University of Rome
	Maike Osters	hbz, Cologne
	Mara Egherman	EBSCO
	Marie Widigson	Chalmers
	Mariyam Thorhira	Johns Hopkins University Libraries
	Marjorie Snyder
	Mark Arnold	Missouri State University
	Mark Deutsch	Duke
	Martina Karlsson	Chalmers
x	Martina Schildt	VZG, Göttingen
x	Martina Tumulla	hbz, Cologne
	Mary O’Brien
	Matthieu Bordet	DMCultura, Ravenna, Italy
	Mohammad Alhamad	Missouri State University
x	Molly Driscoll	EBSCO
	Moritz Horn	VZG, Göttingen
x	Nancy Finn
x	Nancy Pelis	Five Colleges / Mount Holyoke College Library
	Norma Flores	Texas A&M University
	Olga Harder	TIB Hannover
x	Owen Stephens	Product Owner - Owen Stephens Consulting
	Paul Trumble	Amherst
	Peter Böhm	HeBIS, Frankfurt
x	Peter McCracken	Cornell
x	Robert Scheier	College of the Holy Cross
	Rüdiger Stratmann	IAI SPK Berlin
	Sabine Howahl	ULB Darmstadt
x	Sabrina Bayer	UB Regensburg
x	Sara Colglazier	Five Colleges / Mount Holyoke College Library
x	Sarah Dennis	Texas A&M University
	Sarah Morgenstern-Einenkel	UB Leipzig
	Scott Stangroom	UMass
	Siobhan McManamon	Five Colleges / Smith College
	Sobha Duvvuri	EBSCO
	Stephani Kaceli	Cairn University
	Stew MacLehose	University of New England
	Susanne Schuster	BSZ Konstanz
x	Tatjana Clemens	UB Frankfurt
	Theodor Tolstoi	Chalmers, EBSCO
x	Tracy Patton	Missouri State University
	Virginia Martin	Duke University Libraries
	Xiaoyan (Yan) Song	NCSU
	Yvonne Mönkediek	SuUB Bremen

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