2020-12-04 Resource Management Meeting Notes

Minute taker

@Martina Schildt

Announcements/Updates

• Product Council minutes, 2020-12-03

• Please have your institution fill out Marshall Breeding's Library Automation Perceptions Survey:  https://librarytechnology.org/perceptions/2020/invite/

@Kristin Martin

• PC: the project will be loosing Cate Boerema and Emma Boettcher

• if people know of others who might be interested in taking over one of the now available tasks, please let PC know

• new governance model: changes are linked in PC minutes

• Product Council minutes, 2020-12-03

• Please have your institution fill out Marshall Breeding's Library Automation Perceptions Survey:  https://librarytechnology.org/perceptions/2020/invite/

UXPROD-2455: Add a configurable, independent 'order material type' field to POLClosedPreview.

POL Material Type and potential for custom fields.

• other use uses potentially for reporting codes

@Dennis Bridges

• configurable "Order material type" field

• local fields

• reporting codes

• institutins needing more detail could add that

• fields could be added by the system admin

• different types of fields could be added

• would appear in select list

• limitations: fileds must appear within defined accordeon

• searching and filtering not possible currently

• creation happens in settings

• users can hide fileds and thereby archive them if needed

• question by Charlotte: why is searching not possible?

  • Dennis: it can be done but has not been implemented

  • the terms are stored in the database

  • has not been in the scope of the initial implementation

• would this satisfy the need to have a unique material type in the order record

• question in chat by Julie: Would the custom fields reside on the POL or the header or both?

• Dennis: both is possible

• question by Martina S.: could you have multiple custom fields on one record and could you have the custom fields in receiving app as well?

• Dennis: yes, it seems users can have as many custom fields as needed

• Julie in chat: And please add custom fields to Funds on the finance app too :)

• comment by Scott Stangroom in chat:
  UMass would use for example, Material Type in the Orders (at the POL level) if there were no other way to pull reports of lists of orders by material type.

• concerns are: adding custom fields prevents order records to become more complicated for every institution

• Virginia: why not move all fields to custom fields that are not needed by every institution; there is already a lot of information in the order record that is not needed by everyone

• answer: because you cannot search for custom fields

• institutions would get needed fields much quicker than when they were hardcoded into the apps

• Kristin says and SIG agrees: custom fields will be useful; you need to know about the limitations

• Owen in chat: Agreed completely Kristin - the two questions are separate

• from a technical perspective there does not seem to be much difference

• being able to search on custom fields is key

• Sara in chat: And reporting, besides searching and/or filtering

• Scott Stangroom: Is it too technically difficult to add (or not add) custom fields to the index for filtering / searching / retrieval.

• Sara: And we should also not forget Lloyd's comment above about export, mapping etc

• Kristin: Do we have custom fields in Inventory Instance records, etc.?

  • Charlotte: no

  • UXPROD-2211 Custom Fields in Inventory

• Owen: We have Supplementary Information in Agreements which are tenant definable which is similar although the implementation is different

• Owen: migration from custom fields to single fields is harder than the other way round

• Owen: we had that in Supplementary Properties in Agreements - Leipzig use it for a reporting requirement And we had quite a lot of discussion about whether that was the appropriate way to do it before pressing forward with it

• Virginia: position of the fields will be important

• position fields in more important locations

• Owen: I think having a feature to implement custom fields for Orders, POLs, Receiving would allow us to see how these rank

• Owen: If it ends up being done before any particular individual field then institutions will almost certainly make their own decisions about whether they use it to do material types etc.

• current rankings speak for desire to have custom fields

• more rankings would be good

• enhancements needed for custom fields to meet requirements:

  • ability to search and filter

  • export from system with records

  • position fields in more important locations

• path forward:

  • create a feature for adding custom fields to orders; start with feature in relation to POLs

  • start assessing the community's desire

  • capture use cases in the specific feature

Features that need RM SIG Review

@Dennis Bridges

Issues that need RM SIG review.

• UXPROD-2665 - Export records from search results in acquisitions apps

• there have been discussions on it in App Interaction recently

• Dennis shows mock-ups for orders

• question by Sara: Will only the Orders or also with their POLs be exported?
  
  

• POL fields can be exported as well

• users can chosse which fields they need to export

• export file will be downloaded by the browser

• there will be a message that export is running and when it is finished

• Sara: I really love this Export tool!!
  
  

• Kristin: will this be similar for invoices?

  • Dennis: yes; there is no feature so far (only orders and inance)

• Owen: would it be easier if all fields would be added to the display; might be helpful if you want to export most fields, in contrast to all or some

• question by Julie in chat: Would we be able to save an export setting to use next time? So we don't have to set it up each time for exports that we run frequently

• Scott Perry in chat: And many times you could use this as a selection set to run against LDP for more in depth data.
  
  

• Julie: For example, In Aleph we can see the "history" of report runs and apply the same selections to this current run
  
  

Question by Sara: Could we get Acq Units added to POLs, for example? To be able to search and filter that way when in POL

Dennis: there is an acq unit assignment on the POL; users just cannot filter for it on POL level

Owen: Where it gets really hard is when you go to searching across two apps of course - and that goes as much for Agreements & Licenses as it does across Agreements & Orders or any other combo