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 March 9th 2022

Convener: Martina S.

Notetaker: Martina T.

Housekeeping

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

• Next ERM meeting:  March 23rd

• 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

• PC minutes Feb 24th

Agenda items

1. Development progress -  ERM Sprint 135

2. Update on Lotus release

3. Implementers topics

   1. Agreements: Add ability to search over all indexed fields with one search (line 53)

   2. Preset filters when opening the app (line 54)

Minutes

• ERM SIG schedule changes to biweekly meetings – next meeting March 23rd due to daylight saving time one hour earlier for Europeans

• Development progress -  ERM Sprint 135

  • ERM Sprint 135 – first sprint after lotus module release deadline

  • Bug fest next week: reach out to Anton Emelianov if you would like to test in Bug fest and are new to Bug fest

  • Issue ERM-2042 Duplicating agreement/license inc. documents moves files from original to new agreement/license - bug in Lotus code causing some issues when duplicating documents agreement/license, work on bug fix and maybe available before bug fest

  • Plans for Morning Glory - Update will be schedule for an ERM SIG meeting

  • New layout for supplementary properties in Settings Agreements/Licenses

    • Search and Filter list of terms

    • Create new properties – create button in the upper right corner – modal will display for entering

    • If you click on a row, 4th pane will open with details with Actions menu

  • Open access App: APC – article processing charges - where libraries is managing those payments, charges and requests

  • Those requests can be part of Agreements “Read and publish” - Subscribe to content and also publish (discount or certain number of free articles)

  • Settings of Agreements: “Context” field for categorization

  • More flexible approach can define those supplementary properties on tenant level

  • Split out in supplementary properties and open access properties in accordions in Agreements

  • Open Access requests in Open Access App can be linked to an Agreement

  • Basic agreements information is displayed in open access request, list of open access properties will be added there in the future

  • Kristin (chat): Could you remind me what the Order Weight is and does?

    • The higher the number in “order weight” – the lower in display - for sorting purposes

    • Negative number lower than zero

    • Primary properties will sort above those not primary

  • Felix (chat): We use the order weight to group terms that belong together and sort them in the license record.

  • Sara: not value were set and it was displayed

    • primary properties = expect to be filled in, but not compulsory, sorts to the top and always displayed even not being set 

    • Not primary properties and not set an value = no display in Agreement

  • Sara: 5C have to agree on primary properties

  • Martina S.: If you enter a note for the value that is not set, would that display here? 

    • you have to put a value in, you cannot save it otherwise 

  • Sara: Public note and visibility (public/internal) is confusing 

  • Jack: not using licenses public note is used as additional internal note field

  • The visibility (internal/public) – intention was to display the supplementary property to the public and if there is a public note it would be displayed

  • Worth another discussion 

  • Adding date type to those properties - List of options for type (decimal, integer, text, refdata) with are dates (this sprint) and Booleans (truth and false) being added

  • And multi value option is planned for morning glory

  • ERM-2045 Extend Package data model to store additional information - Extending the information we can record about a package for internal KB 

• Implementers' topics

  • Sara (chat): Just wondering about #39 about adding a filter for Supp Docs to Agreements--is that going to come in Morning Glory??

    • haven’t discussed this for morning glory yet

  • 53: Agreements: Add ability to search over all indexed fields with one search

    • Two parts: Felix’s issue (1.) + broader discussion about search and collect search enhancements (2.)

    • (1.) Type in multiple words to the search – search is looking for appearing in a single field

      • Two words have to be in the same field, searching across all fields

      • user expectations: it does not matter if the words are in the same field - agreed

    • (2.) Other kinds of search enhancement

      • Sara (chat):  Yes, searching for just our own Agreements is a big problem for us in the 5C. MH appears in Amherst etc etc

      • Felix (chat): Before we dig deeper -- are there plans to switch to ES like other apps are doing. This would effect our outcome

      • Owen prefers to get use cases regarding search, since there are a lot of questions about using elastic search

      • Felix: Agreements is also e-resources and Agreement Lines - very complex

      • Sara: different segmented buttons for search in agreement and agreement lines like in inventory instance, holding and item? To search agreement lines

      • try and collect use cases and description how to search and why - How you want to use search in relation to Agreements?

      • In Dashboard - checking which fields are searched when doing a filter

      • Searching for “Agreement line resource name” is different from decide to search in name, alternative name or description

      • What are the key things and priorities?

      • Felix, Sara, Jack agreed on providing use cases – a document will be prepared for collecting use cases

  • 54: Preset filters when opening the app

    • Agreements and Licenses when you open the App there is a set of preset filters which automatically apply and there is already a search

    • Most other apps require a search before results are there

    • Felix suggested to revisit this topic

    • Martina S. had a feedback from implementers, if this could be reduced to only “active”?

    • At the moment: Active, In negotiation, Requested, Draft (not closed)

    • Feedback on search or something is already set?

    • Julie (chat): Ideally, each user could set their preferred default filter, but I'm sure that's far too complex at this time!

    • Jack: we have 1800 Agreements so browsing is not an option. In Organizations I can hit active and then do a keyword search

    • Sara: What happens if you forget that it is preset? Searching for the closed Agreements and cannot find it, because “closed” is not preset – like to choose before search

    • Will discuss it again and Owen will put together some options for the group to comment on

Chat

Von Martina Schildt an alle 02:08 PM
Information on Lotus bug fest: https://folio-org.atlassian.net/wiki/display/FTC/Bug+Fest+R1+2022+Lotus
Von Felix Hemme (ZBW) an alle 02:10 PM
This looks amazing Owen. So much better than the current solution.
Von Julie Brannon (she/her) an alle 02:10 PM
+1 Felix
Von Kristin Martin (Library; she/her) an alle 02:12 PM
Could you remind me what the Order Weight is and does?
Von Felix Hemme (ZBW) an alle 02:15 PM
We use the order weight to group terms that belong together and sort them in the license record.
Von Sara Colglazier (MHC/5C) an alle 02:23 PM
Internal to FOLIO should not be defined as Public
Von Jack Mulvaney an alle 02:32 PM
I'm pretty sure her response covers it
Von Sara Colglazier (MHC/5C) an alle 02:33 PM
Just wondering about #39 about adding a filter for Supp Docs to Agreements--is that going to come in Morning Glory??
Yes, searching for just our own Agreements is a big problem for us in the 5C. MH appears in Amherst etc etc
Von Jack Mulvaney an alle 02:41 PM
Definitely
Von Felix Hemme (ZBW) an alle 02:41 PM
Before we dig deeper -- are there plans to switch to ES like other apps are doing. This would effect our outcome
Von Sara Colglazier (MHC/5C) an alle 02:41 PM
Jack/5C all together
But even before Elastic Search, in Inventory there was a drop down with specific Indexed fields to be able to search and that would be a great improvement in AG
Von Sara Colglazier (MHC/5C) an alle 02:55 PM
Just to capture it now in the chat, since it counters a bit what I said a bit ago: AGLs are not always linked via eHoldings, I have many that are not linked, and those then cannot be searched on at all
Von Martina Schildt an alle 02:57 PM
Thanks Sara, this will be captured in the notes and we will come back to it to try to improve the need.
Von Julie Brannon (she/her) an alle 02:57 PM
Ideally, each user could set their preferred default filter, but I'm sure that's far too complex at this time!
Von Felix Hemme (ZBW) an alle 03:01 PM
Owen, are you interested in our issues at ZBW with the current pre-active filters? I'll DM you
Von Jack Mulvaney an alle 03:02 PM
I think my only strong feeling is that search should work as similarly across FOLIO as possible - not something ERM on it's own

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