Allgemeine Informationen

• Die Struktur des Tickets wurde entsprechend der Inhalte von UXPROD-4589: Submit Orders via automated email integrationDraft erstellt. 

• Die Inhalte wurden aus folgenden Seiten abgeleitet: 

  • 03 Mahnstufen (Bestellmahnungen) - Funktionsanalyse

  • 2024-08-14 Claiming process (order reminders) - questions from SLUB Dresden and UB Leipzig for WOLFCon

  • 2024-11-25 Vorbereitung Bestellversand/Mahnstufen

  • 2024-12-02 Besprechungsnotizen Bestellversand/Mahnstufen

  • 2024-12-03 Besprechungsnotizen Bestellversand/Mahnstufen

  • 2024-12-04 Besprechungsnotizen Bestellversand/Mahnstufen

Entwurf

Current situation or problem:

In the claiming process it should be possible to create several claiming sets which consist of several claiming levels and templates for the reminders. It is necessary, because some types of resources or acquisition methods need distinctive: 

• periods until the reminder is sent or

• texts of the reminder letters

For example:   

• purchase - monograph 

• purchase - depository

• purchase - periodicals

Roughly, it might look like: https://folio-org.atlassian.net/wiki/x/pAsb. However, instead of settings of the app orders, it may now better fit into the settings of the app claiming. 

For an overview of the apps and opportunities to implement the functionality. see: 

• https://miro.com/app/board/uXjVL9P5mJA=/

In scope

• Add possibility to create and configure claiming sets

• Add possibility to create and configure claiming levels

• Add possibility to create and configure templates for reminder e-mails

• E-mail dispatch of the reminder

• Export function for overdue orders

• Configuration of claiming/reminders

  • Claiming sets

    • consists several claiming levels

    • activation of the reminder by checkbox

    • the reminders and reminder levels should be managed in the Claiming app (no setting is yet available for the Receiving app)

      • Wait for feedback from PO

  • Claiming levels

    • are defined by the number of days, weeks, month, ... until the reminder is sent

    • five claiming levels should be available for each claiming set

      • BUT: the number of claiming levels should be configurable for each claiming set. For example, if only 2 claiming levels are necessary, it should not be necessary to configure the claiming levels 3-5.

    • the following fields are required for each claiming level

      • number of days, weeks, month, ... until the object is marked as overdue and ready for claiming

  • Templates for sending e-mails

    • reminder levels can be evaluated via token (1st reminder, 2nd reminder, ...)

    • In the SLUB and UBL, texts can be configured for each claiming sets

    • → Discuss suggestions with PO as to where the configuration takes place - but this should be configurable in ONE app for all objects/acquisition types/...

  • E-mail dispatch of the reminder

    • single email-dispatch per order

    • contact information is derived by the applied integration in the order

    • plain text (and with HTML if necessary)

      • each reminder should be clearly separated from the other ones

• Export function for overdue orders

  • the records of the overdue orders should be exportable for external examination

Out of scope

• Aggregation of the reminders for one vendor in one e-mail

  • according to the structure: supplier / order / title / piece (with reminder)

  • distinction between periodicals/monographs (ongoing/one-time)

Use case(s)

• In case an order is long overdue and several reminders with distinctive deadlines needs to be send:

  • It is possible to determine the respective deadlines for successive reminders of an order until the reminder is sent. 

Links to additional info

• 03 Mahnstufen (Bestellmahnungen) - Funktionsanalyse

• https://miro.com/app/board/uXjVL9P5mJA=/

Questions

• Storage of the claiming information

  • there are approaches in the Receiving app and the information could be stored there

  • the information can be evaluated in the Claiming and Orders apps

    • Claiming app: Overview and batch actions

    • Orders app:

      • Indicators (red exclamation marks, ...) in lists and order records to identify orders that are due

      • Links to Receiving and Claiming apps to carry out necessary actions if required

• Claiming actions

  • batch actions (Send claim, Delay claim, ...) should be available in the Claiming app

  • single actions (Send claim, Delay claim, ...) should be available in the Receiving app