2022-2-8 Bulk Edit Working Group Meeting Notes

Attendees (please add your name):

Magda Zacharska leeda.adkins@duke.edu (OLD ACCOUNT) Erin Nettifee Erin Weller Monica Arnold Sara Colglazier Christine Tobias Scott Perry gongd@msu.edu Jenn Colt Robert Scheier Jennifer Eustis

Note taker:

Robert Scheier

Meeting Recording:

Discussion:

Topic	Notes (I have summarized rather than transcribed the audio in places where it makes sense to condense the concept being articulated.)
Housekeeping Please add your name to the attendees list Please state your name when you join the conversation to help with meeting notes	Bob: It would be helpful for me before we get started today, Magda if everyone could introduce themselves. So I can go back if I don't see a name and match the voice the name Everyone introduced themselves. Magda: A small correction. I don't remember who said it. We are just a working group. We are not SIG. If you think we should be SIG I don't know who makes those decisions. We are a very large working group.
Development updates Development status Development team scrum board Walk through implemented functionality	Magda: So let's do the usual development update. The development status is better than it was last time we met, it's not perfect yet. We still have some stories. As you see on the Scrum Board there are two stores in review. I found a couple of issues and we will see them today when I walk you through the implemented functionality. Magda: Unfortunately, team members have gotten sick. We have one case of COVID and one other sickness that I don't know the details of. Everything is getting delayed because of that. Magda: I propose you spend some time playing with this in the snapshot and test environment and maybe next time when we meet we can do the group exercise, like a workshop, and walk through different scenarios. And then after that, I would like to get your feedback. In the scope of usability testing, at this point, we are not ready for prime time. There are still bugs that need to be addressed. Magda: Also, the person who can deploy it to the Rancher environment we set up for the user acceptance testing is a sick COVID. So there was no one who could deploy it. Walkthrough implemented functionality Magda: So let's start as simple bulk edit. I'm going to use a file of user barcodes. Magda: We select the file to upload which populates the list of the matching records. Magda: A preview list is displayed. The columns are status, last name, first name, barcode, patron group, and username. Magda: We can play with the hiding and showing columns as we discussed before . Magda: Now we download the records that much our list of identifiers that we submitted. Magda: And here is the CSV file that is being created. Erin: Do you get all the columns are just the ones that show up in the preview. Magda: All of them. Magda: Let's update all these users to the faculty Patron Group. Magda: Please note that I'm not using the identifiers. I'm using the values of the group. And let's save the file. Magda: And let's start bulk edit. Magda: We choose the file. Magda: We click the "save and close" button. Once clicked, we get the notification that the data will be committed. Magda: We get the progress bar showing the upload progress. Magda: And we then get the confirmation notification (the typo will be fixed). Magda: This is the first obvious bug. The preview of the records matched is not displaying. This will need to be added. This was missed in implementation. Magda: Let's go back to the users app and if the updates happened. Magda: Barcodes 123, 456, & 789 were all successfully changed to Patron Group Faculty. Sara: Does the file name have to stay the same? Often I changed the name of the file in this situation adding "edited" to the edited version. Magda: Yes at this point in development that file name has to match. Magda: If you go to the Export Manager App you can see all the files we uploaded. Magda: Is keeping the file name unchanged a problem? Erin: I think where the problem maybe is the fact that it looks like that filename has UUID in it. I do not consider that to be a readable name Erin: If it was something where maybe it was like a date string or something where I could easily identify what had happened. And then maybe there was a string at the end if you needed it. I think that would be acceptable, but right now I wouldn't consider that acceptable. Magda: I agree. Leeda: I didn't catch that it had to be the same file name because the screen just said browse to choose a file. So, I figured you could choose any CSV file. Magda: In the requirements, the file name was supposed to be in the format: date, the word matching records, and then the name of the file that was used to trigger the bulk edit. So this was one of the bugs that we need to be addressed. Magda: I agree with you. It is very difficult to work with and it doesn't make sense. Especially if in a couple of weeks you would to go back to the file. How do you identify it? Erin: And the export manager UI does not give enough information to be able to understand what you were doing at that point. Erin: Lloyd's question in chat: "is there a way to see the records just changed without looking them up individually?" You can see on the screen where it says "preview" it is not showing anything and it should. So that's one of the bugs that Magna mentioned she was going to follow up on. Bob: Is there some requirement that there's a correlation between the the file you download and the file you then upload? Or can you upload any file? Magda: I would like to show some errors and trigger some errors (Madga added some text data in a date field in her test file and began uploading it to bulk edit). Erin: I will say that I do not find that intuitive at all. The save and close is how you know it uploaded successfully. Magda: So what would you like instead? Erin: A progress bar? Sara: or green toast? Magda: By the way here is the example from the invalid data I entered. And you should be able to also download the bad data. But there is currently a bug. I will show you the download error in another screenshot shortly. Magda: Let's go back to your input about it not being intuitive (here Magda takes us to the screen just after we upload the file to be matched against in bulk edit. She stops after selecting the file. This is where the group feels the UI is not very clear if the file has been uploaded yet or not?) Erin: I think that Sara's suggestion of a green toast success if that could happen, would probably be the easiest because that is how other apps give you a success message. That would be my suggestion. I agree with Sara on that. Magda: Does anyone else have an opinion? Sara: Just to confirm here, at this image, has the file not been successfully uploaded at this point? Magda: At this point, nothing happened yet. You selected the file and the system knows you selected the file. You click "save and close" Magda: And now it is telling you that this is the file. You select that we are going to change the number of records that are in the file. And it tells you that if you click "save and close" at this point, the changes are coming. If you pick cancel, nothing will happen. Erin: On the prior popup there's a suggestion and the button says "upload" instead of "saving close." Magda: So I have noted the change from "save and close" to "upload" and green toast to show the file has successfully been uploaded. Erin: This might be a place to ask Kimie Kester. She may have some input here. I don't know if there are other apps that have this kind of workflow yet, but I don't think so. Magda: I will reach out to her. Magda: In data export and here we could have the window close after you select the file to upload and then go right to the next popup. The reason I did it in a couple of steps is I wanted to make it as conscious a choice for the user as possible. Magda: if you find more typos, please reach out to me when you play with this. Because I see some of them, I don't see all of them, so anything you find will be helpful. Sara: I think the issue with the previous screen is that it doesn't show you what you've just done anything. I think the previous screen is very non-intuitive. It is not even the button it is that it does not even say upload. Magda: The "save and close" is really more like continue. The upload is happening when you choose the file. Then it perhaps should say continue instead of "close and save." That would make more sense. Bob: It would be good to have a preview of the records to confirm that the correct file has been loaded before any changes are committed. Sara: I don't think I need to see an entire preview, but I want to see the file name. On the file upload part of the process, it should confirm the file name after you select it. Also on the previous popup, it looks like you could choose multiple files. Can you do that? Magda: No it will not allow you to do that. Magda: From the conversation we had so far, I also noticed that it would be nice to have a back button because I keep canceling to start again. It would be so much easier to have a back button to start over again. Magda: Just to make sure we are all understanding what is happening. All that we have done in the Lotus release is called a proof of concept or what I call the pilot project. So it means that this is an experimental approach. We know that the CSV approach was not liked by many, and that's why we are going into the In-app approach with Morning Glory. But we will continue to make enhancements to a CSV approach in addition to what we have done because I do believe there's value in this approach. It gives this a lot of freedom and functionality, but we also know users will need to know what the implication of their actions are. So let me close this and show you an example of a very simple query. Magda: With the query, parsing is not fully functional yet as expected. There is a JIRA for this. Magda: (Magda showed a demo of a simple query and an example with invalid data uploaded. The Error preview section of the screen in the UI is not working there is a bug. But you can download the errors to a spreadsheet.) Erin: Is any of this going to be worked on in Buckfast? Magda: Before the bugfest we will address some of the bugs. And then the plan is, for now, to include this in the bugfest unless you prefer not to have it in bugfest? Then we will still have our bulk edit environment where we can play around. So, this is actually your call. Erin: I can't think of any reason why we wouldn't want this tested in bugfest, but I don't know if anybody else has any thoughts on that. It can't hurt to have more people looking at it. Magda: I absolutely agree. Erin: It just means somebody has to write the tests. Magda: The tests are actually already written. On a high level, we have tests that are already written and I'd be more than happy to get the feedback. And as I said, I hope between now and our next meeting you will be able to play a little bit. Is there anything that you would like to bring up? Bob: I just want to say it's so exciting to see the progress. Magda: Thank you. It is exciting for me and for the team. I'm, I'm happy to hear you are excited too. Please bear in mind we are just starting the journey. So, be patient with the bugs, but find them so we can address them as well.
Review mockups for bulk edit Item locations and statuses (UXPROD-3523 and UXPROD-3469) Questions: Columns on the preview screens Action menu→Show columns In app screen - selecting location	Magda: Here is what is planned for Morning Glory. Magda: I will go to the mock-ups. They are combined for locations and item statuses. But in fact, they are two separate features. We will first work on locations and then based on this work on locations, we will switch to item statuses. Magda: One change here is we have radio buttons instead of checkboxes. The reason for this is because in morning glory we will not support anything that is combining users and items. This will be possible once we start getting into circulation, which is the link between those two groups. So to make it clear to the user they can only work with user records or inventory items. Magda: The selective identifiers for items as we discussed last time will be item barcodes, item UUID, item HRID, item former identifier, item accession number, and holdings UUID. Any comments about that? Sara: What is the item of session number? Magda: On the item record you have the accessions number field that you can populate. Erin: Like at Duke, one of the use cases for that is our DVDs. They're often cataloged and sorted by a session number instead of other things. Magda: Do you think we don't need to support searching by accession number? Erin: No, at Duke we would want that. I don't know what others think. Christine: Is the accession number the FOLIO number? Magda: No, the FOLIO number is the UUID. Erin: It is a field on the item record. It's just a field there. It's not required, but some institutions will use it. Magda: Opening/choosing the file to upload the identifiers has the same behavior as with users. Magda: Next, we see the matched records displayed with errors below. Magda: Actions are the same. I just want to get your opinion about the column selections. By default, we show item barcode, status, item effective location, effective call number, item HRID, material type, permanent loan type, and temporary loan type. Is this the order you would expect or do you think some of the calls are not needed or should be in a different order? What is your opinion? Erin: I agree with what is checked by default, but if I was looking at this and needed to compare locations, I would want those columns next to each other. Magda: We can, we can do that. It will be the effective item effective location immediately followed by two unchecked items permanent and temporary locations. So when you select them, you will move them up. Erin: And then I don't know if the copy number, enumeration, chronology, and volume are in the right order either or if it really matters? Jennifer: I don't think it really matters. Magda: I believe I took this from the item record. Jennifer: Magda, do you have tags in that list? Magda: No I do not. Would you like to have tags? Jennifer: I am not sure. Is that something people want to see? Magda: The challenge may be that tags come from a separate table. I will need to check. But what is the opinion of others? Is this important to have tags? Erin: And Lloyd has a related question, which is if tags are included would you be able to bulk edit tags on a record? Magda: Since we are doing the in-app application in Morning Glory, we will allow only three item record fields available to be edited by the end of the release. So we will not have this option. It is not like it was in users where you're getting the whole record and you can do whatever you want. Jennifer: Another quick question, I'm not seeing a discovery suppress. And I can't remember if we talked about leaving that off or, or including that. Erin: My presumption would be that you would be able to query based on that field. And then you could download and edit the discovery suppressed field and re-upload it. You would see if records were suppressed or not. You just wouldn't see it on this screen. You would see it in the download of the matched records, the CSV. Sara: The only other thing wondering about are notes. Erin: On the item record, the note is a field in the item. So it will come through in the CSV. For users, notes are the module so it is stored separately. Do you have use cases where you'd want to see a column of notes here on this screen? Sara: I guess I'm wondering, is that something that can be edited with this. Magda: In the morning glory you will not be able to edit other fields in the item record than location and status. I think we are all confused with whatever was done for user. We are not going to do the CSV approach in the Morning, Glory. We will do the in-app approach. I am not saying that you will never be able to use the CSV approach for items, but not with the work we are going to do in Morning Glory. Magda: ISo in Morning Glory, what will happen once you are on the inventory item records (after uploading your file of identifiers) you will see the preview screen including any errors. Then you start bulk edit, and the behavior is different because you are not getting the file you upload, you are getting the in-app screen. Magda: The only options implemented will be temporary item location, permanent item location, and item status. Once we are done with this, we will be working on the item status. So on the in-app screen, you'll see these options, but the only supported action will be "replace with." There will be nothing else possible. Bob: Should we be thinking about the design as it is being implemented now or when it's fully implemented? Magda: We are not talking about fully implemented until Nolan. In Morning Glory we are still in a partial implementation. What will happen between Morning Glory and Nolan is that on this screen you will have more fields and more options. You will also have the option of the CSV approach, downloading the whole file, making local changes, and uploading. Also for other record types than users. Magda: And going back to the preview screen, let's say you have to send 248 records, you still will have only have a few of the records, at most 10, in the preview screen. And you will have the option to download the whole list to your computer. Leeda: that leads to my question. Let's say I realize I don't want to handle the records that are "aged to loss." So I'm going to take 14 out of this set of 248 records. How would I avoid touching those 14? Would I have to refine my query? Magda: You would need to refine the query and submit the file with identifiers again. Magda: I would like to show you the last slide. Here are selecting the temporary location and using the replace with action. We select the new location using the location lookup that is already in place in FOLIO. Magda: Here is the location modal where the user selects the location. Magda: They can add another row if they want to change both fields. Magda: The question I have for you is do you need the option to replace a location with an empty string? Leeda: Yes. Sara: It would be good to have it replaced with null or something really specific like ZZ instead of empty. Magda: Yes we will take of this to make it null instead of an empty string. But I just wanted to make sure that it is the case that you need to have the removal of a location supported. I think what you were talking about when we discussed the current implementation. So this is the "are you sure" warning that tells you what will happen when you click the save. And this is where you can see and download a preview. And if you click on "keep editing," it will take you back to the prior screen. And if you click "save and close," it will commit to the changes. And this is the confirmation screen. And for items, let's say select user-selected items, status, and replace with, and those are the statuses that we will be able to modify. The others like in-transit or checked-out will not be available until we start working in the circulation area. Magda: Any questions or comments? We are on top of the hour. I apologize for keeping you longer. Sara: One thing that I actually liked that you said was "commit and close" rather than "save and close" because I do find the save and close button is a little bit--It's not quite the same thing, right? I don't know how the others feel? Thomas: I think that'd be fine. But commits does flow a little bit better and it seems to have a little bit more emphasis behind it. Magda: We can come back to this at our next conversation. I don't think this form will be developed in the next two weeks. So we still have time to have a discussion about that. Magda: For the next meeting in two weeks, I would like it to be a working session that we all do something similar or what we have done on the snapshot environment today. But, we will be doing that on the larger data set. So, we can put all our heads together, and then I will reach out to you for the user acceptance testing to be done in the following weeks. Magda: Thank you so much for your feedback and for staying longer. I did not see the chat. I will take a look at this after the meeting. If you had questions and they did not get addressed, then please feel free to reach out on slack or email or whatever you prefer. Thank you.
Scenarios for UAT - we still need to revisit it
Future discussion topic (time permitting): Bulk Edit of the linked records Scheduling edits
Chat Transcript from today's meeting	00:05:41 Lloyd (Marmot Library Network): mic not working 00:06:27 Leeda Adkins: And my video camera stopped working 00:07:04 Lloyd (Marmot Library Network): I got my mic working, maybe 00:20:20 Lloyd (Marmot Library Network): mic not working again. 00:20:45 Erin Nettifee: it's ok, if you ask in chat i can read it for you if you want 00:21:21 Lloyd (Marmot Library Network): Is there a way to see the records just changed without looking them up individually? 00:21:51 Lloyd (Marmot Library Network): I see. 00:25:53 Christine Tobias (Mich State): Could we use "Upload" instead of Save & Close? 00:26:08 Lloyd (Marmot Library Network): What is in the file you are choosing? Is it just a list of barcodes that are getting matched to existing records? or are those new records? 00:26:13 Erin Weller (Michigan State): +1 Christine 00:30:32 Christine Tobias (Mich State): +1 Magda...it would make more sense to say Continue rather than Upload. 00:32:28 Erin Weller (Michigan State): Agree Bob. It's a nice feature in Sierra. 00:33:09 Thomas Trutt: agreed.. i would suggest file name and maybe the first few line of the file that was uploaded. 00:35:17 Thomas Trutt: I like the idea of a progress board showing it was uploaded and then showing the file name, with an option to delete it and return to this screen. 00:35:24 Bob Scheier (Holy Cross): I like the idea of a few lines in the preview 00:41:40 Christine Tobias (Mich State): +1 Bob 00:49:15 Lloyd (Marmot Library Network): Can you bulk edit tags? 00:53:02 Thomas Trutt: is that both not types?? circ and item notes? 00:53:04 Jennifer Eustis (she/her): check in, check out notes 00:53:19 Erin Nettifee: no - circ notes are fields on the item record just like item notes 00:53:30 Thomas Trutt: thanks.. 00:53:47 Erin Nettifee: i need to drop off for another meeting - thanks all 00:59:54 Thomas Trutt: yes.. 00:59:55 Jennifer Eustis (she/her): Yes for the temporary location 01:00:03 Bob Scheier (Holy Cross): yes 01:00:16 Christine Tobias (Mich State): yes to temp location 01:00:45 Thomas Trutt: Voyager was --Remove Value-- 01:02:02 Thomas Trutt: Im not sure if im a fan of all the downloads for previews.. Could we just add pagination to the displays? 01:03:05 Bob Scheier (Holy Cross): +1 Thomas for preview instead of download to preview 01:03:16 Christine Tobias (Mich State): +1 Thomas