This page is to outline issues and expectations on cross-app workflows, the handling of deletions and hanging references.
Define and describe the architecture for how to keep data in sync across multiple apps
Define and describe the architecture for seamless push and pull of data between apps (interaction)
Links & documentation
|Use case / Feature||Themes||Expectations/requirements and/or bug reports||Apps||Source of truth||Goal(s)|
Courses records store instructor information that can be pulled from the instructor's record in the Users app. (This is optional - instructors can also simply be added as text.)
|Courses, Users||Users is the source of truth for the instructor name, if the instructor was added from Users.||When an instructor on a course is linked to a FOLIO user object, and the instructor's name changes, Users should update the name in Courses.|
Course records pull information about an item into the Courses app when an item is added to a course. (Information includes things stored on the item's parent holding and instance, like title, contributors, and electronic access information.) This is meant to support reserves-specific search needs in the Courses app, as well as integrations with outside course management systems like Sakai and Canvas. Once an item has been added as a reserve, if information about that item has been changed, it does not propagate to the Courses app.
Note that there have been some choices made in the Courses UI to pull information from Inventory for display to make sure that Courses staff are seeing the most up to date information - for example, an item's location. However, even though those changes display in the UI, they do not propagate to the underlying reserve data that is stored in the app itself.
|Courses, Inventory, Data Import||Inventory (source of truth for item information.)|
Courses (able to push updates on temporary location and temporary loan type back to Inventory, and have Inventory accept them.)
|Courses should be able to edit the temporary location and temporary loan type, and listen to changes in Inventory|
|When importing users using mod-user-import, externalSystemID, personal.lastname, and username are needed to prevent duplicate user records. In the UI, the following fields are also required to create a user: patron group, personal email, preferred contact type, and the active flag.||Users, mod-user-import|
User Barcode is required for checkout
(comment from Erin Nettifee-
|User ID or username, and password, are needed for login.||Users, mod-login|
|User Barcode, PIN, externalSystemID, password, in whatever combination are needed for SIP-2||Users, SIP2|
|When logging in using SAML, the mod-login requires externalSystemID, barcode, username, email, and possibly the Folio record number.||Users, mod-login-saml|
Maintain relationship between apps when holdings/items are moved
Example use cases: a title is ordered as a separate monograph. When it arrives, it is actually a volume of a larger set and needs to be moved to the set record. A title is ordered is a second copy, but is accidentally placed on a record-bearing account, so a separate catalog record is supplied for it. It needs to be moved to a different record so both copies are associated with the same instance.
|Update requester data (names, barcode) on requests if changed in the requesting user record||users, mod-circulation (Requests)|
|Update item and instance attributes copied to requests when the inventory instance, holdings, or item records are updated (if necessary)||inventory, mod-circulation (Requests)|
|Fee/fine syncing - when a fee/fine is created, some information on the inventory record is copied to the fee/fine. If information on the inventory record(s) changes after that point, the changes are not updated to the fee/fine record.|
Note that some attributes on the fee/fine record should NOT be updated if they change in inventory, because the historical data was the basis of the charge. For example, an item's effective location should remain what it was when the fee/fine was charged, even if it is later updated in Inventory.
|Users, check in, loans data, fee/fines data|
Loans data - when a loan is created, information about the item and the user is copied to the loan record. If information on the user changes after the loan is created, it's unclear if information is updated on the loan. For example, if a patron's name changes, it should copy over to the loan.
Similarly, if a holding/item is moved, it's unclear what information is updated or not on the loan (and some of that information perhaps should not be updated, or the move of the holding/item should be prevented.)
|Users, Inventory, loans data||Users is source of truth for patron identifying information.|
|Show dependencies/Backlinks in user record to all the apps the user is listed in eg as contact in eManagement or Licenses||Users|
|Organization name updated should be synced with cached name in Agreements and Licenses||Users, Agreements, Licenses|
|Request state and details: some modules outside of mod-circulation may need to be aware of changes in the state or details of a request to perform actions such as communicating with a 3rd-party request broker. Other possible use-cases are modules/systems to monitor request and perform real-time printing of page slips or other automated monitoring.||An event queue of actions on requests that can be consumed by modules outside mod-circulation when actions are performed on open requests (create, update)||mod-circulation (Requests), mod-inn-reach (INN-Reach)|
|Loan state and details: some modules outside of mod-circulation may need to be aware of changes in the state or details of a loan in order to perform actions such as communicating with a 3rd-party request broker. Other possible future use-cases include alternative notice systems.||An event queue of actions on loans that can be consumed by modules outside mod-circulation when actions are performed on open loans (create, update)||mod-circulation (Loans, Check in, Check out), mod-inn-reach (INN-Reach)|
Updates to Tags should be notified in such a way that any cached tag label in Agreements and Licenses can also be updated
NB currently tags cannot be updated so this is not an immediate issue
|Tags, Agreements, Licenses|
Delete user record in UI with check for dependencies in other apps and/or inform other apps that user record has been deleted
e.g. Agreements and Licenses both store user UUIDs to link an agreement or license to a user. If that user is deleted then agreements/licenses continues to reference and link UUID even though record deleted
|Users, other applications|
Delete instance records in UI with check for dependencies in other apps.
Implications for other apps (added by related POs)
|Inventory, other applications||Inventory|
Delete Organization record in UI with check for dependencies in other apps and/or inform other apps that organization record has been deleted
e.g. Agreements and Licenses both store organization UUIDs to link an agreement or license to a organization. If that organization is deleted then agreements/licenses continues to reference and link UUID even though record deleted
|Organizations, Agreements, Licences|
|On attempt to delete License, do not delete if license is related to an agreement||Already implemented with a hardcoded lookup at the point the user tries to delete a license||Licenses, Agreements|
Delete Purchase Order Line record in UI with check for dependencies in other apps and/or inform other apps that organization record has been deleted
Delete Order line check for dependencies or inform agreements app (as POL UUID stored as link between agreement entitlement and a POL)
Next steps as agreed on in Tech Leads meeting on May 12th 2021
- Provide a document/page that gathers information that we have to date and lists the problems in various apps
- List solutions that have been found for some of the issues as options
- Collect expectations how users would like the solution to be
There is a working group formed with App Interaction and Tech Leads members
From AI will take part: