Initiate contribution to Inn-Reach

Contribution criteria

When the following conditions are met, contribution of inventory records can be started:

• Central server is created and configured (described in https://folio-org.atlassian.net/wiki/x/oIIIEg)

• Inn-reach locations are added and correctly mapped with FOLIO locations

• Circulation statuses and patron types are mapped correctly

• Inventory records to contribute exist.

Records not suitable for contribution are the following:

• All Instances with source type = FOLIO (only MARC ones are contributed)

• Instances without Items (even if Holdings exist, it won’t be contributed)

• Instances, which items have non-contributable effective location

• Instances with non-contributable statistical codes

• Instances, which items have non-contributable statistical codes

Non-contributable locations and statistical codes are defined in “Settings” → “Inn-reach” → “Contribution criteria”

Mappings setup

Contribution process can be started after configuring circulation and location mappings correctly, in “Settings” → “Inn-reach” → “Manage contribution”.

“Refresh” button allows to make sure the latest mappings' statuses are retrieved.

During the contribution process, it can be paused, resumed or cancelled.

Following metrics are going to be displayed during the contribution process:

• Records evaluated - total number of Instances scanned in Inventory app to determine whether they are suitable for contribution.

• Contributed - number of records suitable for contribution, information about these records will be transferred to Inn-reach server.

• Updated - number of records, which data has been changed since last contribution and these changes are going to be reflected in Inn-reach after contribution is complete.

• De-contributed - number of records that are no longer suitable for being contributed to Inn-reach server.

• Error - number of records that haven’t been contributed for some reason.

“Contribution history” tab displays logs of previously done contribution jobs and their stats (Date, Status, Records evaluated, Contributed, Updated, De-contributed, Error) - unfortunately, the table is not sortable.

Contributed records

When Inn-reach is connected as an integration with sandbox (e.g. https://d2irm.iii.com/) it is possible to find which Instances have been contributed - just to search them up on III catalog.

When Inn-reach is connected as a mock server, unfortunately, there is no possibility to determine whether the suitable instances have been contributed.

Only records contributed to Inn-reach via such contribution process (both manually initiated or ongoing) can be subject to an Inn-reach transaction.

Note: if instances suitable for contribution have the same Author(s) and identifiers (ISBN, LCCN, etc.) these titles will be merged into one instance during contribution, named by the first title in alphabetical order (even if the titles do not match).

Currently, since the process of automatic ongoing contribution has been introduced, changes applied to Instances contributed to Inn-reach will be reflected on Inn-reach side right away, without any need to initiate contribution process again (applicable to contribution of new records, update of existing ones and de-contribution of records).

Location role in contributed records

In process of records evaluation, Inn-reach checks the Item effective location to be valid - e.g. even if Holdings location is marked as non-contributable or is a location outside of connected libraries, but item’s current location is considered valid - such items will be contributed.

Valid location means:

• This location is related to library which is connected to Inn-reach central server (in Central server configuration setting)

• The location is not present in contribution exceptions in Contribution criteria setting)

• (Optional) To make item available for Inn-reach requesting, location should also not be present in Circulation status mapping setting

Statistical code role in contributed records

Instance won’t be contributed (will be de-contributed) if its statistical code is the one excluded from contribution (in Contribution criteria setting) OR it has only one item which statistical code is excluded from contribution. In all other cases Instance will be contributed (even if no statistical code is added).

Item won’t be contributed (will be de-contributed) if its statistical code is the one excluded from contribution. Holdings statistical code does not matter - even if it’s set to a non-contributable one, items are still going to be contributed.

Update of record properties

When information in mentioned below fields is changed in FOLIO side, corresponding contributed record is changing details accordingly:

Note: ongoing update of parameters can take up to 3 minutes to reflect the latest changes on Inn-reach side. Such update of records is also available for testing only by establishing connection with III sandbox (or another system with UI), as per API does not support direct GET calls to retrieve a title’s info.

Recordings of ongoing contribution process can be found here - https://folio-org.atlassian.net/wiki/x/EgDLEg