2026-04-09 Product Council Agenda and Minutes

5 - 10 min

Welcome & Announcements

@Jennifer Eustis

Conference Planning

• Decision on virtual vs. in-person conference expected by mid-May.

• Rising travel costs (oil prices) may reduce attendance.

• European colleagues report no major travel issues.

• Topic added to conference planning committee agenda.

5 min

Liaison updates

@Alexis Manheim

CC: No meetings since last report

Housekeeping

5 min

Updates on Active Initiatives

10 min

Update on tools and integrations + work with implementers group

@Martin Scholz

• Implementers SIG is preparing two surveys, including one on tools and integrations.

  • Draft survey form

• Survey launch target: early May (around May 4).

• Purpose:

  • Collect community information on third-party integrations and locally developed tools used with FOLIO.

  • Allow self-reporting, even when tools lack public GitHub repos or documentation.

• Results will be compiled, curated, and presented at WOLFcon.

• Feedback on the draft Google Form was welcomed.

Reaction:
Strong support for approach; appreciation for inclusive, low-barrier reporting.

New Topics

20 min

Determine roles and Process for reviewing Umbrellaleaf features

All

Background

• PC previously agreed to proactively monitor upcoming release scopes to:

  • Identify features needing PC review

  • Engage earlier in development

  • Lower burden on Product Owners (POs) to request review

  • Improve SIG communication and visibility

Challenges Identified

• Jira usage is inconsistent across teams and SIGs

• Volume of tickets is high

• Tickets are often hard for SIGs to interpret

• Some SIGs barely use Jira (e.g., Implementers)

Proposed Approach

Pilot Model

• Start with a small number of functional areas, not all at once.

• Initial agreement to pilot with:

  1. Acquisitions

  2. Metadata Management

  3. User Management

How to Review

• Focus on:

  • UXPROD features

  • New functionality / new apps

  • Significant cross-app work

• Avoid deep review of minor enhancements already in progress.

• Use labels/tags rather than development teams for grouping (more accessible).

• Compare features against the Community Priorities Dashboard.

Roles

• SIG liaisons should be directly involved in reviewing features relevant to their SIG.

• This aligns with existing liaison responsibilities around helping SIGs get work into Jira.

Benefits to SIGs (discussion)

• Better visibility into what’s coming

• Earlier opportunities to flag concerns

• More transparent communication

• Acknowledged concern: avoid creating extra labor for conveners without clear value — hence pilot first.

Jira Query Work (Live Demo)

• Caitlin demonstrated building Jira filters for Umbrellaleaf UXPROD features:

  • Issue type: New Feature

  • Status: Not Closed

  • Fix Version / Release: Umbrellaleaf (TBD)

  • Grouped by labels

• Queries required refinement (parentheses, fields, statuses).

• Final result sizes seemed reasonable (~149 items before filtering by label).

• Filters will be saved and shared after the meeting (instead of live editing).

Volunteers / Next Steps

• Acquisitions review: Autumn Faulkner (liaison)

• Additional volunteers to be solicited via Slack, rather than committing live.

• Caitlin will:

  • Share saved Jira filters

  • Coordinate volunteers in Slack

  • Schedule a follow-up discussion on findings

20 min

Round robin on Sunflower upgrade- how’s it going + lessons

All

Reported Issues

Data Import

• Import logs report records as “updated” even when no inventory change occurs (backend optimization).

• This undermines log-based validation.

• Discussed in Data Import SIG.

• Jobs hanging after upgrade for some institutions (short-lived).

Version History

• Rolled out unevenly across apps.

• Issues reported in acquisitions and inventory:

  • Not all legacy data supported

  • Incorrect or confusing histories

• Concern that version history surprises institutions (“be careful what you ask for”).

Inventory / Orders

• Bound-with icon disappears in inventory UI after instance updates (data intact, icon missing).

• Moving inventory linked to POLs via Inventory app is unreliable, especially with multiple POLs.

  • Recommendation: continue moving items from Orders app for now.

• Potential complications when inventory was created via data import.

Session / Login Issues

• Users being logged out unexpectedly (mid-work).

• Suspected interaction with session timeout behavior now enforced post-upgrade.

• Possibly tied to Eureka / Keycloak authorization changes.

Where Are Issues Surfaced?

• Mostly through SIG discussions

• New bugs in Jira help, but do not tell the full story

• Vendor tickets (EBSCO) also in play for some issues

Open Questions / Themes

• How can PC help surface post-release impacts more systematically?

• Is there a stronger governance role for catching backend changes with functional impact?

• How do we balance early review with SIG workload?

1. Caitlin

   • Save and share Jira filters

   • Post volunteer request in Slack

   • Schedule follow-up PC discussion on monitored features

2. Pilot reviewers

   • Review assigned feature lists asynchronously

   • Flag items for PC discussion or PO outreach

3. PC (future)

   • Revisit role in post-release communication and regression awareness

Planning

5 min

Newsletter topics

10 min

Define agendas for next 2 meetings

• Check Jira board

• Check Calendar

• Seehttps://folio-org.atlassian.net/wiki/x/koARJQ