Dashboard Use Cases

This page is to collect use cases and possible information to be displayed on the Dashboard. See also the original ERM use cases collected in ERM Dashboard Widget proposals Google sheet.

#	Purpose	Requirement	Analysis Notes	Proposed widget	App	Submitted by OR has use case for institution / customers
1	Check for orders that are overdue (i.e. expected but not yet arrived)	Show list of order lines that have "Awaiting receipt" receipt status and where the receipt date is in the past or the PO "Date ordered" > X days/weeks/months before current date	Information potentially spread across Receiving and POLs (which share a backend). Challenge might be that a POL can be partially received - so what is it that we looking for? Potentially would want to limit to one-time orders? (where generally there's a single receipt date expected) Potentially use the receipt time based on the Organisation (there is a prop for this on the org)	Simple Search for Orders	Orders	Martina Schildt
2	Check for pieces that need to be claimed with supplier	Show list of receiving pieces that have not yet been received but have an "expected receipt date" in the past	Where the piece exists there is an expected receipt date. Information on the pieces API may include Org interval?	Simple Search for Orders	Receiving	Martina Schildt
3	Check for ongoing orders where no payments have been made in a particular time period (e.g. invoice not issued or missed)	Show list of order lines, where the owning order has type "ongoing" but the order line does not relate to a orders with no payments in the current fiscal year [not clear how we measure "no payments" - needs clarification]			Orders / Invoices	Kristin Martin
4	Rejected update attempts of external system in inventory	Show list of Inventory records (instances, holdings, items) that an external system tried to update but where the update was rejected - including error message why it has been rejected	syncing data from external sources, e.g. German union catalogue, but others possible as well update would be rejected because of technical issues or incorrect/missing data at the moment this is controlled via a separate console; will be a FOLIO app; this use case can wait until this work is done		Inventory	Martina Schildt
5	Rejected deletion attempts of external system in inventory	Show list of Inventory records (instances, holdings, items) that an external system tried to delete but where the deletion was rejected - including error message why it has been rejected	same as above		Inventory	Martina Schildt
6	List of claim returned items reported in last ____ time period; as a user, I need to see new claim returned items so I can trigger item search workflows	Show list of items with item status "claim returned" last modified in a specified time period	the list is already available via Inventory and Circulation log would be implemented as a search and display widget	Simple Search for Inventory or Circulation Log?	Inventory	Erin Nettifee
7	Show fines over a certain amount to allow action to be taken	Show list of users with overall amount owed over a specified amount to allow staff to take action on those user accounts as appropriate	fee/fine report and circulation log not: show over a certain amount this would be possible, if querying users with fees/fines was possible; but it does not look like that can be done -> LDP this could be queried via LDP; but then the data would not be live data a query based on blocks might be possible it is possible to display users with specific types of blocks; especially, if the description is consistent show list of users with specific kind of block -> query for blocks, show list of users possible is a general kind of widget across block descriptions	Simple search for fees/fines or users?	Users	Erin Nettifee
8	Show patrons with more than a certain number of items lost to allow action to be taken.	Show list of users with more than a specified number of items overdue or lost to allow staff action to be taken on those users accounts as appropriate.			Users	Andrea Loigman
9	Show patrons with more than a certain number of items overdue to allow action to be taken.	Show list of users with more than a specified number of items lost to allow staff action to be taken on those users accounts as appropriate.			Users	Andrea Loigman
10	Show user accounts in a specific patron group + custom field type that recently expired	Show user accounts who recently expired according to a specified patron group (+ custom field type if used by institution) to allow for review / action. For example, a patron group of "visiting scholar" + a custom field type of "engineering school" with an expiration date in the preceding two weeks might prompt an account review to see if any items are still checked out or fines need to be billed to the sponsor	custom fields are searchable via API need to check whether a list of users via expiry date is available; if that is possible, this use case can be displayed as a search and display widget on the dashboard query by custom field and patron group		Users	Erin Nettifee
11	Show user accounts in a specific patron group that will expire in x days	Show user accounts who will expire according to a specified patron group (+ custom field type if used by institution) to allow for review / action. For example, a patron group of "visiting scholar" + a custom field type of "engineering school" with an expiration date in the following two weeks might prompt an account review to see if those patrons have any items checked out or fines need to be payed. It is necessary to do this before that patron leaves the institution.			Users	Uschi Klute
12	Show recalled items overdue by selected time frame to allow action to be taken.	Show list of recalled items overdue by a specified time frame to allow staff action to be taken, include both borrower and requesting patron information.	there is a filter for recalled items needed: filter option for due date overdue loans report, but request status not listed there tricky because split across 2 apps report for recalls recalled a long time ago -> based on loan due date difficult starting point could be: paged status in Inventory -> would be good three part item status would be useful here multi app query more analysis needed		Users	Andrea Loigman
13	Show users granted FOLIO permissions in a specified time period	Show user accounts that had permissions granted to them in a specified time period, to allow for auditing permission access as appropriate. Show record where permissions added in the past X days/weeks along with user who added permission			Users	Erin Nettifee
14	Show inventory records with a particular tag applied to them in a specified time period	Institutions may decide to use tags on inventory (instance, holding, item) to allow staff who do not have inventory create/update/delete privs to report issues with those records for metadata management staff to review Show record where tag applied in the past X days/weeks along with user who added tag	a tag to Inventory within a specific time frame seems not to be possible no link between tag and update action log seems similar date at the moment not recorded		Inventory	Erin Nettifee
15	Show user records with a particular tag applied to them in a specified time period	Institutions may decide to use tags on user records to allow staff who do not have update/delete privs to report issues with those records for appropriate staff to reivew. Show record where tag added in the past X days/weeks along with user who added tag	same as above		Users	Erin Nettifee
16	Allow catalogers/managers to quickly identify rush cataloging to prioritize	List and link to Instances with open requests that have item status "in process" (or do not have Instance status "Cataloged")	items with item status “in process” request on instance or item similar to other request related use case above; but simpler seems to be useful to realize these kinds of use cases because there are so many of this kind -> link together “in process” does not mean “ not catalogued”; could be second copy identifying “rush” not easy currently not sure which is best approach: start from item or request variations at which level: in process / in cataloguing needs something flexible across the board some pieces in place		Inventory + Request	Laura E Daniels
17	Overview of cataloging unit work	Show number of instances cataloged within a specified time period (e.g., month) by language of publication		Barchart/Histogram display	Inventory	Laura E Daniels
18	Show expired users with permissions assigned	Show users who have been assigned permissions and whose records have expired, so that the permissions can be removed	you can return a user list with a date query, e.g. /users?limit=10000&query=(expirationDate < "2021-02-01") or by querying by the status field (though unexpired users can have inactive statuses) /users?limit=10000&query=(active=="false") what those queries don't tell you is if the person has a permission assigned to them - permission assignments live in mod-permissions, e.g., /perms/users/uuid/permissions?full=true&indexField=userId So this would be an example of one requiring talking to two APIs... probably		Users	Maura Byrne Erin Nettifee
19	List users assigned to a particular permission set	List users assigned to a permission set chosen from a list.	This one could potentially be just one API, if you had permission to talk to the add-perms modal, E.g., imagine a widget where you could click a button, select the desired permissions from the add-perms modal, and then click a button to search the API call underneath would be (I think) /perms/users?hasPermissions="some list of permission UUIDs" Then the work on the UI end would be to know to use the userIDs returned to display the list of users in a friendlier way		Users	Maura Byrne Erin Nettifee
20	Expired holds	List of expired hold shelf items by pick-up location	there's already a report that does this in the Requests app, I think -		RA	Andrea Loigman
21	On order items for course reserves	List of items needed for course reserves that are on order - by reserve location, incl. state of order.			Courses	Andrea Loigman
22	Recalled items needed for reserves	List of items that have been recalled, including due dates. for course reserves			Courses	Andrea Loigman
23	Show users where notifications per e-mail have not been delivered for the last x days	Reason might be: e-mail account is full or mistyped e-mail address. So staff can try to find out the correct address or to contact the patron in other ways			Users	Uschi Klute
24	Find "orphaned" title level requests where there are no requestable items. (Workaround until the issue is solved.)	List of titles with requests that has no requestable item.			Requests	Marie Widigson (but Stephanie Buck and Brooks Travis would know more)
25	Number of free workplaces (currently not occupied or not occupied in the next hour)	not only in COVID times....		Status(?)	external source	Uschi Klute
26	Open requests (Pages) with the status "open-not yet filled" for more than x days	List of paged items that haven´t been processed/made available for pick up in a certain timeframe to check why this didn´t happen			Requests	lisa perchermeier
27	Page requests with status "open - not yet filled" and location	List of requests as a kind of alert e.g. for a smaller collection			Requests	Martina Tumulla
28	Show bound-with titles which have not been linked together yet	List of items with bound-with flag if theiy no link to holdings from other instances			Inventory	Uschi Klute
29	Show a list of any calendars that are about to expire / don't have active updates	For calendars that are applied to active policies and locations, and show any that that are not going to be effective x number of days in the future.			Calendar	Andrea Loigman
30	Barchart to indicate volume of items/actions needing attention needing attention.	A locally selectable set of items that show volume of work on specific functions (e.g. - holds waiting to be cleared, items waiting to be pulled, patron records needing attention)		Barchart/Histogram display	RA	Andrea Loigman
31	Show settings in a given area that have been update and by whom	Ability to define which settings you are interested in (e.g. Settings→Calendar and/or Settings→Circulation), ability to see what has been changed and by which user(s)			Settings	Andy Horbal
32	Ability to incorporate widgets from non-FOLIO software on the dashboard.	e.g. Include widgets from Springshare or google	reusing widgets in FOLIO is not possible			Andrea Loigman
33	Ability to incorporate FOLIO widgets (or data) into a non-FOLIO dashboard system.	e.g. include data from FOLIO into another analytics platform like Tableau. This could be useful for a multi-tenant consortium who wants to pull data from several FOLIO systems, and other sources as well.				Lloyd Chittenden
34	Look up actual cost of a lost item from purchase order	For manually created replacement bills, we want to look up the actual cost of an item by finding the amount paid on the purchase order. Lookup input would be by barcode (preferably).	Result should show the basic bibliographic information (title, author, pub date, edition, instance ID), the book cost and purchase order date.	Find actual item cost by barcode	Orders and Inventory (this would be for patron billing)	Joanne Leary