# Workflow Catalog This chapter provides a comprehensive catalog of automated workflows and cloud applications built by the WRLC HQ. # CU Law: New Borrowing Request Notification Notifies CU Law staff when an ILL request is submitted via Primo. #### At a glance - **Status:** Active - **Environment / Tags:** Live; Community Use Case - **Applies consortium-wide?:** No - **Runs on:** CU Law Alma production environment - **Trigger:** Event-driven. It starts whenever Alma reports a **REQUESTS** update. - **Primary outcome:** Sends an email to a shared staff inbox when a new interlibrary loan borrowing request is created. - **Who receives results:** `csl-circ@cua.edu` #### Why this exists When a patron submits an interlibrary loan request through Primo, Alma creates the borrowing request, but staff may not see it until they manually check Alma. This workflow closes that gap by sending an email notification as soon as a qualifying new borrowing request is created. For member library staff, that means faster response time and less repeated checking of Alma when nothing new has arrived. #### What it does - Listens for Alma **REQUESTS** update events. - Checks whether the event is specifically a newly created request. - Checks whether the request is specifically a **borrowing** request in resource sharing. - Stops immediately if the event does not meet both conditions. - For matching requests, looks up the patron record in Alma using the requester’s primary user ID. - Pulls the patron’s full name and user group so the email is more useful to staff. - Sends an HTML email from `LibOW@wrlc.org` to the CU Law shared circulation inbox. - Uses the subject line **“New ILL Request in Alma (CU LAW)”**. - Includes request details in the email body, including material type, requester, title, author, volume, issue, and part. - Converts Alma material type codes in the email body so `BK` displays as **BOOK** and `CR` displays as **ARTICLE**. #### Where it runs - **Alma IZ(s):** CU Law production - **Systems touched:** - **Alma Trigger** for request events - **Alma API** to retrieve patron details - **Alma Mail** to send the notification email - **Reports / queries used:** - No Alma Analytics report is used. - Alma API call: `get/almaws/v1/users/{user_id}` in the **users** area. #### How it works - **If results exist:** If the incoming Alma event says the request was created **and** the resource sharing status is `REQUEST_CREATED_BOR`, the workflow looks up the patron and sends the notification email. - **If no results:** If either condition is not met, the workflow follows the false branch to **No Operation, do nothing** and ends without sending any email. **Artifacts produced:** The output is an HTML email notification sent to the shared inbox. # DRAFT Scan In Consortial Barcode #### At a glance · **Status:** Inactive / not yet built for production use · **Environment / Tags:** Community Use Case · **Applies consortium-wide?:** Yes · **Runs on:** Member Alma institutions · **Trigger:** Staff submit a form with an item barcode · **Primary outcome:** Eventually, this workflow will scan in a WRLC item automatically at the circulation desk where the user is physically located. · **Who receives results:** The staff member submitting the form sees either a success or error message. #### Why this exists This workflow is intended to make it faster and easier for member library staff to scan in consortial items. Instead of manually determining where an item belongs, staff would enter or scan a barcode into a simple form. The workflow would then identify the item and scan it in through Alma. This workflow is different from other cataloged workflows because it is not ready for rollout yet. WRLC has requested an update to the CloudApp form API so the form submission can include the user’s location. That location is needed so the item can be scanned in at the correct circulation desk automatically. #### What it does · Presents a simple form titled **“Scan in Consortial Barcode.”** · Collects one input from the user: **Barcode**. · Uses the barcode prefix to identify the owning WRLC institution. · Looks up the item in Alma; uses network-level Alma logic to retrieve item information from the owning institution. · Then accesses the user's Institution Zone in Alma; scans the item in using Alma’s item scan-in API. · Shows a success message if the scan-in step completes. · Shows an error message if the item lookup encounters an Alma error. *· Currently uses a placeholder circulation desk value, so it cannot fully function as intended until user location is available from the form API.* #### Where it runs · **Alma IZ(s):** Multiple WRLC member institutions, determined by barcode prefix and location of user · **Systems touched:** Alma APIs · **Reports / queries used:** None · **Credentials referenced:** · NZ Production - Alma APIs - Read & Write #### How it works ##### Logic overview · **If the barcode maps to a WRLC institution:** the workflow assigns the matching institution code and continues to item lookup. · **If the item is found:** the workflow retrieves bibliographic, holdings, and item data, then attempts to scan in the item. · **If scan-in succeeds:** the user sees a success screen. · **If Alma returns an error during item lookup:** the user sees an error screen with the Alma error message. **Artifacts produced:** None. #### Pending dependency Full rollout depends on a CloudApp form API update that provides user location at form access time. This location will be used to determine the circulation desk for scan-in. # Delete NZ Bibs and Sets from Scheduled Jobs This workflow automatically processes sets created by two scheduled Network Zone cleanup jobs, runs Alma’s Delete Bibliographic Records job against those sets, and notifies the NZ Manager of the results. If the deletion succeeds, LibOW removes the now-unneeded set, completing the cleanup process without staff intervention. ## At a glance - **Status:** Active - **Environment / Tags:** Network Zone; Live - **Applies consortium-wide?:** Likely yes — inferred from Network Zone tag and NZ Production credentials - **Runs on:** Alma Network Zone - **Trigger:** Runs whenever an Alma job finishes - **Primary outcome:** Automatically deletes bibliographic records from sets created by two scheduled Alma identification jobs, then deletes the set if the delete job succeeds. - **Who receives results:** NZ Manager at `saavedra@wrlc.org` ## Why this exists This workflow helps keep the Network Zone cleaner by automating a follow-up step after scheduled Alma jobs identify bibliographic records that are no longer used in the Network Zone. Instead of requiring staff to manually locate the set, run the delete job, confirm the results, and remove the set afterward, LibOW handles those steps automatically. ## What it does - Watches for completed Alma jobs. - Checks whether the completed job is one of two specific scheduled Network Zone identification jobs. - If the job does not match, the workflow stops. - If the job matches, it retrieves the completed job’s details. - Searches Alma for the itemized bibliographic set created by that job. - Runs Alma’s **Delete Bibliographic Records** job on that set. - Sends an email with the delete job results. - If the delete job completes successfully, the workflow deletes the set. - If the delete job does not complete successfully, the set is not deleted. ## Where it runs - **Alma IZ(s):** Network Zone / NZ Production - **Systems touched:** Alma APIs; Gmail - **Credentials referenced:** NZ Production Alma APIs; Generic LibOW Gmail credentials ## How it works ### Logic overview - **If the completed Alma job matches one of the two configured scheduled job IDs:** The workflow retrieves the job instance details, finds the set created by that job, runs the delete bibliographic records job, emails the results, and deletes the set if the delete job succeeds. - **If the completed Alma job does not match:** The workflow does nothing. - **If the delete bibliographic records job succeeds:** The workflow deletes the set. - **If the delete bibliographic records job does not succeed:** The workflow sends the email results but does not delete the set. ### Artifacts produced - **Email notification** to the NZ Manager with: - Job name - Job ID - Status - Submit time - End time - Set size - Number of records deleted # OCLC Job Reports Gathers job report statistics from Network Zone import profiles (specifically OCLC Overlay import profiles) and places them into an Excel spreadsheet on a daily basis. #### At a glance - **Status:** Active - **Environment / Tags:** Network Zone - **Applies consortium-wide?:** Yes - **Runs on:** Alma Network Zone (NZ) - **Trigger:** Scheduled — runs **every day at 3:45 AM** - **Primary outcome:** Collects statistics from completed **OCLC Daily Bib Overlay** jobs and appends them to a shared Excel tracking table. - **Who receives results:** No direct notifications; results are written to a shared Microsoft Excel workbook. #### Why this exists WRLC staff need a reliable, low-effort way to track how daily OCLC bibliographic overlay jobs are performing over time. This workflow makes that work visible and auditable by automatically capturing key job statistics (record counts and match outcomes) and logging them in a shared spreadsheet, creating a historical record without manual data gathering. #### What it does - Runs automatically every morning. - Looks up Alma **Network Zone import profiles**. - Identifies active import profiles related to **OCLC Daily Bib Overlay**. - Finds job instances from **yesterday** that completed successfully. - Excludes FTP-specific job instances that aren’t relevant to reporting. - Extracts summary statistics (total records, match types). - Deduplicates results so each job instance is logged once. - Appends a new row of statistics to a shared Excel table. #### Where it runs - **Alma IZ(s):** - Alma **Network Zone** - **Systems touched:** - **Alma APIs** — used to retrieve import profiles and job instance details - **Microsoft Excel (Office 365)** — used as a shared reporting log - **Reports / queries used:** - None (this workflow reads Alma job metadata, not Analytics reports) #### How it works ##### Logic overview **Execution flow (plain language):** 1. **Scheduled trigger** - The workflow starts every day at **3:45 AM**. 2. **Determine reporting date** - Calculates **yesterday’s date** in `YYYY-MM-DD` format. 3. **Retrieve import profiles** - Pulls all **REPOSITORY-type import profiles** from the Alma Network Zone. 4. **Profile filtering** - Keeps only profiles whose name contains **“OCLC Daily Bib Overlay”**. - Keeps only profiles that are **active**. 5. **Retrieve job instances** - For each qualifying import profile: - Retrieves job instances submitted yesterday - Limits results to jobs with status **COMPLETED\_SUCCESS** 6. **Instance cleanup** - Removes job instances whose names contain **“w/FTP”**. - Removes duplicate instances to avoid double-counting. 7. **Retrieve job details** - Fetches full details for each remaining job instance. 8. **Extract reporting fields** - Pulls and normalizes: - Job name - Status and status date - Total records processed - Single matches - Multiple matches - Records not matched/imported 9. **Write to Excel** - Appends a new row to a shared Excel table, mapping: - Job name → import type (New, Updated, Merged, Deleted) - Status date → reporting date - Counters → match and record totals ##### If results exist - Each qualifying job instance produces **one new row** in the Excel table. - The spreadsheet accumulates a running, date-based history of OCLC overlay activity. ##### If no results - If no qualifying job instances ran yesterday: - The workflow completes without writing any new rows. - No errors or notifications are generated. ##### Artifacts produced - **Excel table rows** in a shared workbook: - Columns include date, import type, total records, single matches, multi matches, and unmatched records. - No emails or files are generated outside the Excel workbook. # OCLC Multi Match List Page
Automatically generates a daily Excel report of all OCLC multi-match bibliographic records from the previous day’s NZ import jobs.
#### At a glance - **Status:** Active - **Environment / Tags:** Network Zone - **Applies consortium-wide?:** Yes *(The workflow operates in the Alma Network Zone and reports on Network Zone import jobs.)* - **Runs on:** Alma Network Zone (NZ) - **Trigger:** Scheduled — runs **daily at 10:30 PM** - **Primary outcome:** Generates a spreadsheet listing all **OCLC multi-match bibliographic records** from the previous day’s import jobs. - **Who receives results:** No direct notification; results are written to a shared Excel workbook. --- #### Why this exists When OCLC import jobs encounter **multi-matches**, Alma cannot automatically determine which existing record should be updated. These records require review. This workflow creates a structured, review-ready spreadsheet listing all multi-match records from the previous day’s OCLC import jobs, including: - OCLC number - Network ID - Institution holdings - Import profile type - Title This supports consortium-level quality control and faster resolution of ambiguous matches. --- #### What it does - Runs nightly. - Identifies specific OCLC import jobs by job ID. - Retrieves completed job instances from the previous day. - Excludes FTP-related job variants. - Retrieves all **multi-match records** from those jobs. - Splits comma-separated Network IDs into one row per record. - Retrieves full NZ bib records for each match. - Parses MARC XML to extract: - First 035$a OCLC number - All AVA fields (institution holdings) - Produces one row per holding per bib. - Removes duplicate institution holdings. - Creates a new dated worksheet in Excel. - Appends formatted rows to a structured table. --- #### Where it runs - **Alma IZ(s):** - Alma **Network Zone** - **Systems touched:** - Alma APIs (read-only for job data and matches; read/write for bib retrieval) - Microsoft Excel (Office 365) - **Reports / queries used:** None (operates directly on Alma job APIs) --- #### How it works ##### Logic overview 1\. Schedule & Date Setup - Runs daily at **10:30 PM**. - Calculates **yesterday’s date**. - Uses that date to retrieve completed job instances. --- 2\. Identify Relevant Import Jobs - Uses a hard-coded list of OCLC import job IDs. - Retrieves job instances submitted yesterday. - Keeps only those with status **COMPLETED\_SUCCESS**. - Filters out instances whose name contains **“w/FTP:”**. ⚠️ If import profile IDs change, this workflow must be updated. --- 3\. Retrieve Multi-Match Records - Calls Alma’s job matches endpoint with population = `MULTI_MATCHES`. - Extracts: - Incoming record ID - MMS Ids (comma-separated list) - Job name (used to determine import type) - Submission date - Determines **Import Type** (Deleted, Merged, New, Updated) using pattern matching on job name. ⚠️ If naming conventions change, import type detection may break. --- 4\. Separate Network IDs - Splits comma-separated MMS IDs into **one row per Network ID**. - This is required for downstream bib-level processing. --- 5\. Retrieve and Parse Bib Records For each Network ID: - Retrieves the full NZ bib record. - Parses MARC XML using regex to extract: - First 035$a beginning with `(OCoLC)` - All AVA fields: - subfield 0 → MMS Id (institution-level) - subfield a → Institution code Returns one row per AVA field (institution holding). ⚠️ Assumptions: - MARC structure remains consistent. - Only the first `(OCoLC)` number is used. - Regex-based MARC parsing may fail if XML structure changes. --- 6\. Normalize and Deduplicate - Merges import metadata with parsed MARC data. - Removes duplicate rows based on MMS Id (institution holding). - Prepares structured fields for Excel. --- 7\. Excel Output For each run: 1. Creates a **new worksheet** named with yesterday’s date (`yyyy-MM-dd`). 2. Waits 15 seconds (ensures Excel sheet creation completes). 3. Appends a header row. 4. Creates a table. 5. Appends all processed rows. Columns written: - Network Id - OCLC Number in Alma - Incoming Record Id - Title - MMS Id - Institution - Import Profile - Import Date Network IDs and MMS IDs are written as text to prevent numeric reformatting. --- If results exist - A new worksheet is created for the date. - Each multi-match record appears as one row per institution holding. - Spreadsheet becomes a permanent audit record for review. If no results - A new worksheet is still created. - Only the header row is present. - No data rows are appended. --- ##### Artifacts produced - **Excel workbook:** *OCLC Multi Match List* - One worksheet per day. - Structured table with normalized fields. No emails or additional reports are generated. # SCF - Add More Collection Items #### At a glance **Status:** Active **Environment / Tags:** SCF Workflow **Applies consortium-wide?:** No / likely institution-specific **Inferred:** The workflow appears to be specific to SCF because the workflow name, tag, and Alma credentials all reference SCF. The export does not show a broader consortium-wide tag or multiple institution-specific branches. **Runs on:** SCF Production Alma tenant / IZ **Inferred:** The workflow uses credentials named **“SCF Production - Alma APIs - Read Only”** and **“SCF Production - Alma APIs - Read & Write.”** The export does not explicitly list an Alma institution code or IZ name. **Trigger:** Manual web form submission. A staff user submits a form titled **“Add More Collection Items”** with a required **Model Barcode** field. **Primary outcome:** Creates a new Alma item record on the same bibliographic record and holding as an existing “model” item, using selected values entered or edited by the staff user. **Who receives results:** The person using the form sees either a success message or a barcode error message in the form interface. No email recipients are listed. --- ## Why this exists This workflow helps staff create additional special collections item records in Alma when those new items should be attached to an existing bibliographic record and holding. Instead of requiring staff to manually build the new Alma item from scratch, the workflow uses an existing item as a model, copies its Alma structure, removes system-specific fields that should not be reused, and applies a new barcode and selected description/enumeration values. Member libraries should care because this makes SCF collection maintenance more consistent, reduces repetitive cataloging work, and lowers the risk of creating new item records on the wrong bibliographic or holdings record. --- ## What it does - Presents a staff-facing form called **“Add More Collection Items.”** - Requires the user to enter a **Model Barcode**. - Looks up the existing Alma item that matches that barcode. - If the barcode lookup fails, the workflow stops and shows a **Barcode error** message with the Alma error returned by the lookup. - If the barcode lookup succeeds, the workflow prepares a review form using data from the existing Alma item. - The review form asks for: - **New Barcode** — required - **Enumeration A** — optional - **Description** — required - The workflow also carries forward hidden values for: - model MMS ID - model holding ID - original barcode - After the review form is submitted, the workflow normalizes the entered fields by trimming extra spaces. - It retrieves the original model item again using the original barcode. - It builds a new Alma item payload by copying the model item, removing system-specific item identifiers, replacing the barcode, and applying the submitted enumeration and description. - It creates the new item in Alma under the same bibliographic record and holding as the model item. - It shows a success message with the title and new barcode, and reminds the user that the new item still needs a tray location in **Internal Note 1** and the **Item Call Number** fields. --- ## Where it runs **Alma IZ(s):** SCF Production Alma tenant / IZ **Inferred:** The workflow export identifies SCF Production credentials but does not explicitly state an Alma institution code or IZ name. **Systems touched:** - **n8n form interface** — used to collect the model barcode and later the new item details. - **Alma APIs** — Alma is the library services platform where bibliographic, holdings, and item records live. This workflow uses Alma APIs to retrieve the model item and create the new item. - **Alma item records** — the workflow reads an existing item and creates a new item attached to the same bibliographic and holdings record. **Reports / queries used:** None. The workflow does not use Alma Analytics reports or saved queries. **Credentials referenced:** - **SCF Production - Alma APIs - Read Only** - **SCF Production - Alma APIs - Read & Write** No secrets, tokens, or API keys are included here. --- ## How it works ### Logic overview 1. **On form submission** The workflow begins when a user submits the **Add More Collection Items** form with a required **Model Barcode**. 2. **Retrieve item using barcode** The workflow searches Alma for an item matching the submitted model barcode. 3. **Barcode error path** If Alma returns an error, the workflow sends the user to a **Barcode error** response page. The message displays the Alma error text and offers a restart form button. 4. **Prepare Review Form** If the barcode lookup succeeds, the workflow extracts useful values from the model item, including: - collection title - original barcode - alternative call number - internal note 1 - enumeration A - enumeration B - chronology I - chronology J - description - MMS ID - holding ID 5. **Review/edit form** The workflow displays a second form asking the user to provide or confirm the new item’s: - new barcode - enumeration A - description The form description shows the collection title, MMS ID, and holding ID for context. 6. **Normalize Submitted Item Fields** The workflow trims spaces from the submitted values and requires the new barcode to be present. 7. **Retrieve Item 2** The workflow retrieves the original model item again using the original barcode. 8. **Build Create Payload** The workflow copies the model item, removes system fields that should not be reused, and then applies the new submitted values. Removed system fields include: - item PID - item barcode from the model record Replaced or updated fields include: - barcode - enumeration A - description 9. **Create Item** The workflow posts the new item to Alma using the model item’s MMS ID and holding ID. 10. **Success response** The workflow displays a success page confirming that another item record was created and showing the new barcode. ### If results exist If Alma finds the model barcode, the workflow continues to the review form, lets the user enter the new item details, and then creates a new Alma item record attached to the same bib and holding as the model item. ### If no results exist If Alma cannot retrieve an item for the submitted model barcode, the workflow follows the error path and displays a **Barcode error** response. The export does not define a separate “no results” branch; failed lookup behavior is handled through the Alma API error output. ### Artifacts produced **Alma item record:** A new item record is created in Alma. **Files or reports:** None. **Email output:** None. **Naming pattern:** No report or file naming pattern is present in the workflow export. --- ## Inferences / verification notes - **Inferred:** This appears to be an SCF-specific workflow, not a consortium-wide workflow, based on the workflow name, tag, and SCF Production Alma credential names. - **Inferred:** The workflow appears to run in the SCF Production Alma tenant / IZ, but the export does not explicitly list an Alma IZ code. - **Unknown:** The referenced error workflow exists by ID in the settings, but its name and behavior are not included in this export. - **Unknown:** The export does not identify who is authorized to access the form beyond the form trigger’s Alma authentication setting. - **Unknown:** The export does not include a build date. The tag was created on **2025-11-04** and updated on **2026-04-01**, but those dates should not be treated as the workflow build date without checking the workflow export or n8n history. # SCF - Publish Items to the SCF IZ via File Upload #### At a glance - **Status:** Active - **Environment / Tags:** Live; SCF Workflow - **Applies consortium-wide?:** Yes - **Runs on:** SCF Institution Zone, with source records retrieved from selected WRLC member Institution Zones - **Trigger:** Staff submit a LibOW form with a barcode text file, owning Institution Zone, and email address - **Primary outcome:** Copies eligible item records from a selected member Institution Zone into the SCF Institution Zone. - **Who receives results:** The email address entered on the form receives a completion report. #### Why this exists This workflow supports SCF processing by giving staff a structured way to publish batches of member-library items into the SCF Institution Zone when the remote storage app has failed to publish them. Instead of processing items one at a time, staff can upload a text file of barcodes and let the workflow check, copy, and report on the results. #### What it does - Presents a form titled **Import Items to the SCF IZ via File Upload**. - Requires a `.txt` barcode file, an owning Institution Zone, and an email address. - Reads the uploaded file and counts the submitted barcodes. - Shows a confirmation page before processing begins. - Converts the selected institution name into the corresponding Alma institution code. - Checks whether each item already exists in the SCF IZ. - For items not already in SCF, retrieves the item and bib data from the owning Institution Zone. - Maps owning locations to SCF locations when needed. - Calls the [**Subworkflow: Create Items in SCF IZ**](https://alma-documentation-bookstack.azurewebsites.net/books/library-open-workflows/page/subworkflow-create-items-in-scf-iz) to create eligible items in SCF. - Sends a completion email with counts for submitted, imported, already-existing, and errored items. #### Where it runs - **Alma IZ(s):** - SCF Institution Zone - Selected WRLC member Institution Zones, including American University, Catholic University, Gallaudet University, George Mason University, Georgetown University, George Washington University, Howard University, Marymount University, University of the District of Columbia, and related law libraries. - **Systems touched:** - LibOW / n8n form - Alma APIs - Alma Network node - Gmail - Subworkflow: Create Items in SCF IZ - **Reports / queries used:** None listed as Alma Analytics reports or saved queries in the workflow export. #### How it works ##### Logic overview - **If the item already exists in the SCF IZ:** The workflow marks it as already found in SCF and does not attempt to recreate it. - **If the item does not exist in the SCF IZ:** The workflow retrieves the item by barcode from the selected owning Institution Zone, retrieves the related bib record, gathers the fields needed for SCF creation, maps the location, and sends the prepared record to the SCF item-creation subworkflow. - **If the barcode is not found in the owning Institution Zone:** The workflow records an error for that barcode and includes it in the final report. - **If other errors occur:** The workflow uses the configured workflow-level error workflow. ##### Artifacts produced - **User-facing completion page:** Confirms that processing has started and that a job report will be emailed. - **Email report:** Sent to the address entered on the form. - **Email subject pattern:** `Publish Items to the SCF IZ Workflow Complete YYYY-MM-DD` - **Email contents:** Summary counts for submitted barcodes, imported items, items already in SCF, and errors or skipped items. If errors exist, the email includes barcode-level details. # SCF - Update Internal Note 1 A form is used to input and update the Internal Note 1 field in both the Shared Collections Facility (SCF) IZ and the IZ that owns the item. #### At a glance - **Status:** Active - **Applies consortium-wide?:** No - **Runs on:** SCF Production Alma environment, with conditional updates to owning Institution Zones *(Inferred from credential labels and network logic; you may want to check the workflow export.)* - **Trigger:** Manual form submission — staff enter a barcode and tray location via a web form - **Primary outcome:** Updates **Internal Note 1** on an item record with a tray location, in SCF and (when applicable) the owning institution’s Alma IZ. - **Who receives results:** The submitting staff member (on-screen success or error message) #### Why this exists Shared Collections Facility (SCF) staff need a fast, reliable way to record **tray location information** on physical items in both the SCF Institution Zone and the IZ of the Owning Institution. This workflow provides a simple form-based tool that updates the Alma item’s *Internal Note 1* and *Item Call Number* field without requiring staff to navigate full Alma item editing screens, while also keeping owning institutions’ records in sync when appropriate. However, this needs to be two separate workflows for quality control. #### What it does - Presents a simple form asking staff to enter an **item barcode**. - Looks up the item in Alma using that barcode. - Determines whether the item belongs only to SCF or also has an owning Institution Zone (IZ). - Prompts the user to enter a **Tray Location**. - Writes the tray location into the item’s **Internal Note 1** field. - Updates: - SCF’s item record, and - the owning IZ’s item record *when the item belongs to a WRLC member institution*. - Displays a clear success or error message explaining what was updated. #### Where it runs - **Alma IZ(s):** - Shared Collections Facility (SCF) Institution Zone - Owning WRLC member Institution Zones (conditional) - **Systems touched:** - **Alma APIs** — used to retrieve and update item records - **Alma Network Zone logic** — used to identify and route updates to the owning IZ - **Reports / queries used:** None (no Alma Analytics usage) #### How it works ##### Logic overview **Execution flow (plain language):** 1. **Form submission** - Staff submit a barcode via a web form titled *“Update Internal Note 1.”* 2. **Retrieve item using barcode** - Alma API retrieves the item record from SCF. - If the barcode is invalid or not found, the workflow stops and shows an error. 3. **Owning IZ check** - The workflow checks the item’s *provenance* value. - If the provenance matches a known WRLC member IZ code, the item is treated as having an owning IZ. - Otherwise, it is treated as an SCF-only item. 4. **Tray location entry** - Staff are prompted to enter a **Tray Location**, with the item title shown for confirmation. 5. **Update logic** - The tray location is written to `item_data.internal_note_1`. - For SCF-only items: - The item is updated in SCF only. - For items with an owning IZ: - The item is updated in SCF. - The workflow retrieves the owning IZ’s item record and updates it as well. 6. **Completion** - A success message confirms where the update occurred. - If the SCF update succeeds but the owning IZ update fails, a partial-success error message is shown. ##### If results exist - The item is found and updated. - **Internal Note 1** is overwritten with the entered tray location. - A success message clearly states whether the update occurred: - in SCF only, or - in both SCF and the owning Institution Zone. ##### If no results - If the barcode lookup fails: - The workflow stops immediately. - The user sees a descriptive error message returned from Alma. - No updates are made. ##### Artifacts produced - **Updated Alma item records** - Field affected: `Internal Note 1` - No reports, files, or emails are generated. # SCF - Update Internal Note 3 A form is used to input and update the Internal Note 3 field in the Shared Collections Facility (SCF) IZ only for local informational purposes. #### At a glance - **Status:** Active - **Applies consortium-wide?:** No - **Runs on:** SCF Production Alma environment - **Trigger:** Manual form submission — staff enter a barcode and note text via a web form - **Primary outcome:** Updates **Internal Note 3** on an item record with a tray location, in SCF and (when applicable) the owning institution’s Alma IZ. - **Who receives results:** The submitting staff member (on-screen success or error message) #### Why this exists Shared Collections Facility (SCF) staff need a fast way to put notes about the current status and whereabouts of an item in the SCF processing area. This workflow provides a simple form-based tool that allows better internal tracking. #### What it does - Presents a simple form asking staff to enter an **item barcode**. - Looks up the item in the SCF IZ using that barcode. - Prompts the user to enter some text (ex. Item on Refile Shelf) - Writes the information into the item’s **Internal Note 3** field. - Updates SCF’s item record - Displays a clear success or error message explaining what was updated. #### Where it runs - **Alma IZ(s):** - Shared Collections Facility (SCF) Institution Zone - **Systems touched:** - **Alma APIs** — used to retrieve and update item records - **Reports / queries used:** None (no Alma Analytics usage) #### How it works ##### Logic overview **Execution flow (plain language):** 1. **Form submission** - Staff submit a barcode via a web form titled *“Update Internal Note 3.”* 2. **Retrieve item using barcode** - Alma API retrieves the item record from SCF. - If the barcode is invalid or not found, the workflow stops and shows an error. - 3. **Tray location entry** - Staff are prompted to enter note text, with the item title shown for confirmation. 4. **Update logic** - The tray location is written to `item_data.internal_note_3`in the SCF IZ - The item is updated in SCF only. 5. **Completion** - A success message confirms where the update occurred. ##### If results exist - The item is found and updated. - **Internal Note 3** is overwritten with the entered tray location. - A success message clearly states whether the update occurred ##### If no results - If the barcode lookup fails: - The workflow stops immediately. - The user sees a descriptive error message returned from Alma. - No updates are made. ##### Artifacts produced - **Updated Alma item records** - Field affected: `Internal Note 3` - No reports, files, or emails are generated. # SCF - Update Item Call Number A form is used to input and update the Item Call Number field in both the Shared Collections Facility (SCF) IZ and the IZ that owns the item. #### At a glance - **Status:** Active - **Applies consortium-wide?:** No - **Runs on:** SCF Production Alma environment, with conditional updates to owning Institution Zones *(Inferred from credential labels and network logic; you may want to check the workflow export.)* - **Trigger:** Manual form submission — staff enter a barcode and tray location via a web form - **Primary outcome:** Updates Item Call Number on an item record with a tray location, in SCF and (when applicable) the owning institution’s Alma IZ. - **Who receives results:** The submitting staff member (on-screen success or error message) #### Why this exists Shared Collections Facility (SCF) staff need a fast, reliable way to record **tray location information** on physical items in both the SCF Institution Zone and the IZ of the Owning Institution. This workflow provides a simple form-based tool that updates the Alma item’s *Internal Note 1* and *Item Call Number* field without requiring staff to navigate full Alma item editing screens, while also keeping owning institutions’ records in sync when appropriate. However this needs to be two separate workflows for quality control. #### What it does - Presents a simple form asking staff to enter an **item barcode**. - Looks up the item in Alma using that barcode. - Determines whether the item belongs only to SCF or also has an owning Institution Zone (IZ). - Prompts the user to enter a **Tray Location**. - Writes the tray location into the item’s Item Call Number field. - Updates: - SCF’s item record, and - the owning IZ’s item record *when the item belongs to a WRLC member institution*. - Displays a clear success or error message explaining what was updated. #### Where it runs - **Alma IZ(s):** - Shared Collections Facility (SCF) Institution Zone - Owning WRLC member Institution Zones (conditional) - **Systems touched:** - **Alma APIs** — used to retrieve and update item records - **Alma Network Zone logic** — used to identify and route updates to the owning IZ - **Reports / queries used:** None (no Alma Analytics usage) #### How it works ##### Logic overview **Execution flow (plain language):** 1. **Form submission** - Staff submit a barcode via a web form titled *“Update Item Call Number.”* 2. **Retrieve item using barcode** - Alma API retrieves the item record from SCF. - If the barcode is invalid or not found, the workflow stops and shows an error. 3. **Owning IZ check** - The workflow checks the item’s *provenance* value. - If the provenance matches a known WRLC member IZ code, the item is treated as having an owning IZ. - Otherwise, it is treated as an SCF-only item. 4. **Tray location entry** - Staff are prompted to enter a **Tray Location**, with the item title shown for confirmation. 5. **Update logic** - The tray location is written to `item_data.alternative_call_number`. - \*\*note - item call number field was originally called alternative call number in early Alma releases and that name persists in the data library - For SCF-only items: - The item is updated in SCF only. - For items with an owning IZ: - The item is updated in SCF. - The workflow retrieves the owning IZ’s item record and updates it as well. 6. **Completion** - A success message confirms where the update occurred. - If the SCF update succeeds but the owning IZ update fails, a partial-success error message is shown. ##### If results exist - The item is found and updated. - **Item Call Number** is overwritten with the entered tray location. - A success message clearly states whether the update occurred: - in SCF only, or - in both SCF and the owning Institution Zone. ##### If no results - If the barcode lookup fails: - The workflow stops immediately. - The user sees a descriptive error message returned from Alma. - No updates are made. ##### Artifacts produced - **Updated Alma item records** - Field affected: `Item Call Number` - No reports, files, or emails are generated. # SCF - Spreadsheet of exported SCF Requests #### At a glance · **Status:** Active · **Environment / Tags:** Live; SCF Workflow · **Applies consortium-wide?:** Shared Collections Facility IZ only · **Runs on:** Alma APIs · **Trigger:** Staff submit an authenticated form · **Primary outcome:** Creates and emails a spreadsheet of recent SCF request exports. · **Who receives results:** The email address entered in the form #### Why this exists This workflow lets staff quickly receive a spreadsheet of recent requests for SCF materials without manually checking multiple SFTP folders or parsing Alma request export files. It supports visibility into requests sent to SCF and helps staff confirm what Alma processed during recent “Send Requests to Remote Storage” job runs. #### What it does This workflow lets staff request a spreadsheet of recent SCF material requests. A staff member selects a time period and enters an email address. The workflow then looks for SCF request files from that period, turns the request data into a spreadsheet, and emails it to the requester. If no recent request files are found, the workflow tells the user that no requests were found instead of sending a blank spreadsheet. #### Where it runs · **Alma IZ(s):**SCF IZ · **Systems touched:** · n8n form · WRLC SFTP server · Alma remote storage request export files · Gmail · **Credentials referenced:** · WRLC SFTP server · `Gmail Credentials - Generic LibOW` #### How it works ##### Logic overview 1. A staff member submits the **WRLC SCF Requests** form. 2. The workflow reads the selected time period. 3. It calculates a cutoff timestamp based on that time period. 4. It formats today’s date for use in the email subject. 5. It creates a list of SCF SFTP request folders to check. 6. It lists files in each folder. 7. It filters the results to keep only recent files modified after the cutoff time. 8. The workflow checks whether any matching files were found. 9. If files were found: - It downloads the request files from SFTP. - It extracts XML content from the files. - It transforms the XML into request text. - It parses that text into structured request fields. - It converts the parsed data into an Excel spreadsheet. - It emails the spreadsheet to the address submitted in the form. - It displays a success message. 10. If no files were found: - It displays a “No requests found” message. - It explains that either no requests were made or Alma’s remote storage jobs may not have run as scheduled. ##### Artifacts produced · **Spreadsheet attachment:** `SCF Requests` · **Email subject pattern:** `Incoming SCF Requests yyyy-MM-dd` · **Email recipient:** The address entered in the form # Trinity Students/Faculty update purge dates Creates a set of non-expired patron accounts for Trinity University faculty and students in the Shared Collections Facility (SCF) IZ and updates their purge date to a date 18 months in the future. #### At a glance - **Status:** Active - **Environment / Tags:** SCF Workflows; Live - **Applies consortium-wide?:** No - **Runs on:** SCF Production Alma environment - **Trigger:** Scheduled — runs at **5:30 AM on the 1st day, every 4 months** - **Primary outcome:** Builds a current logical set of Trinity faculty/students and runs an Alma job to **set a purge date 18 months out** for those users. - **Who receives results:** No direct distribution (no email/report delivery in workflow export) #### Why this exists Libraries often need user accounts to remain available for active patrons, while ensuring inactive/expired accounts are queued for cleanup according to policy. This workflow automates a repeatable “maintenance” step: it identifies current Trinity faculty/students (based on user group and expiry date) and sets a future purge date, reducing manual intervention and helping keep user data lifecycle rules consistent. #### What it does - Runs on a schedule (every four months). - Captures **today’s date** in `YYYY-MM-DD` format. - Creates an Alma **logical set** named `Current Trinity Faculty and Students `. - The set’s query targets Alma user records where: - user group is **Trinity Faculty** or **Trinity Student** (`tr fac` / `tr stud`), **and** - **expiry date is after today**. - Calculates a date **18 months from today**. - Converts that 18-months-from-now date into a **Unix millisecond timestamp**. - Runs an Alma “Update/Notify Users – via API” job (job id `M148`) against the created set. - Sets the job name dynamically to: `Update/Notify Users - via API - ` - Updates **only** the user **Purge Date** (enabled), leaving other update options disabled. #### Where it runs - **Alma IZ(s):** Shared Collections Facility (SCF) Institution Zone - **Systems touched:** - **Alma APIs** (Ex Libris Alma REST APIs) — used here to create a logical set and run a configured Alma job. - **Reports / queries used:** - Alma logical set query (embedded in the set creation): - `USER where USER ((user_group OUTER_EQUAL (tr fac or tr stud)) AND USER (expiry_date AFTER ))` #### How it works ##### Logic overview **Execution order (nodes):** 1. **Schedule Trigger** - Role: Starts the workflow on a timed schedule. - Key behavior: “Runs at 5:30am on day 1 every 4 months.” 2. **Today’s Date (Date & Time → formatDate)** - Role: Produces today’s date formatted as `yyyy-MM-dd`. - Output used in the set name and set query. 3. **Create Logical Set (Alma API → POST /almaws/v1/conf/sets)** - Role: Creates a logical set of current Trinity faculty/students. - Key configuration: - Set name pattern: `Current Trinity Faculty and Students ` - Type: `LOGICAL` - Content: `USER` - Query: Trinity faculty/student user groups with expiry date after today - **Credential label referenced:** `SCF Production - Alma APIs - Read & Write` 4. **Date in 18 Months (Date & Time → addToDate)** - Role: Computes a date 18 months after today. 5. **Unix Ms Date (Date & Time → formatDate)** - Role: Converts the 18-month future date into a Unix millisecond timestamp (`x`). - Output feeds the purge date value used by the Alma job. 6. **Run Job (Alma API → POST /almaws/v1/conf/jobs/{job\_id} with op=run, job\_id=M148)** - Role: Runs an Alma job against the logical set, updating user fields. - Key configuration that affects behavior: - Targets `set_id` from “Create Logical Set” - **Purge Date update is enabled** (`UPDATE_User_Information_Purge_Date_Active = true`) - Purge date value is the Unix ms timestamp for “today + 18 months” - Most other update options are explicitly disabled (e.g., status/user group/roles/notifications are not activated) ##### If results exist - Alma creates the logical set with matching users, then runs the job on that set. - For each user in the set, the job updates the **Purge Date** to **18 months from the run date** (expressed as a Unix ms timestamp in the job parameters). ##### If no results - The workflow still creates the logical set and runs the Alma job. - Expected behavior is that the job completes with **0 affected records** (no special branching, alerts, or alternate path in the workflow export). #### Artifacts produced - **Alma logical set** created each run: - Naming pattern: `Current Trinity Faculty and Students ` - No files, emailed outputs, or stored reports are produced by this workflow # WRLC Retention Processes a user-uploaded CSV of barcodes to bulk add or remove WRLC retention commitments across institutions, then emails a summary of results. #### At a glance - **Status:** Active - **Applies consortium-wide?:** Yes — processes barcodes across multiple Alma Institution Zones via subworkflows - **Runs on:** Alma Institution Zones (via Network routing in subworkflows) - **Trigger:** Manual form submission with CSV upload - **Primary outcome:** Bulk adds or removes WRLC retention flags on item records. - **Who receives results:** The email address provided in the form submission. --- #### Why this exists WRLC retention commitments must be applied or removed at scale when retention decisions change. Performing this manually in Alma would require record-by-record updates across multiple institutions. This workflow enables controlled bulk processing by: - Accepting a structured CSV upload - Confirming the number of records before execution - Calling standardized subworkflows for each barcode - Emailing a clear results summary It centralizes retention management while preserving audit visibility. --- #### What it does - Presents a web form allowing staff to: - Choose **Add WRLC Retention** or **Remove WRLC Retention** - Upload a CSV file (maximum 4,000 barcodes) - Provide an email address for results - Counts rows in the uploaded file. - Displays a confirmation screen showing: - Number of barcodes detected - Whether retention will be added or removed - After confirmation: - Processes each row individually. - Calls the appropriate subworkflow: - [**Subworkflow – Add WRLC Retention**](https://alma-documentation-bookstack.azurewebsites.net/books/library-open-workflows/page/subworkflow-add-wrlc-retention) - [**Subworkflow – Remove WRLC Retention**](https://alma-documentation-bookstack.azurewebsites.net/books/library-open-workflows/page/subworkflow-remove-wrlc-retention) - Aggregates results (successes and errors). - Sends a formatted summary email. --- #### Where it runs - **Alma IZ(s):** - Dynamically determined per row using the “Institution Code” column in the CSV. - **Systems touched:** - Alma APIs (via subworkflows) - Email (sent from `reports@wrlc.org`) - **Reports / queries used:** None --- #### How it works ##### Logic overview 1\. Form Submission The workflow begins with a form requiring: - Dropdown selection: - Add WRLC Retention - Remove WRLC Retention - CSV upload (must contain ≤ 4,000 rows) - Email address Required CSV format:
BarcodeInstitution Code
⚠️ The workflow does **not validate header names**; it assumes: - First row is header. - First column = Barcode. - Second column = Institution Code. --- 2\. Row Counting & Review Step Before processing: - The uploaded file is decoded from base64. - Blank lines are removed. - Header row is subtracted from count. - A confirmation screen displays: - Number of barcodes detected. - Whether retention will be added or removed. This confirmation step prevents accidental bulk updates. --- 3\. Branch Based on User Selection An **If** node evaluates the dropdown choice: - If **Add WRLC Retention** → calls: - `Subworkflow – Add WRLC Retention` - Otherwise → calls: - `Subworkflow – Remove WRLC Retention` Each CSV row triggers one subworkflow execution (`mode: each`). ⚠️ Errors are set to `continueRegularOutput`, meaning: - Processing continues even if some rows fail. - Failures are captured and summarized later. --- 4\. Subworkflow Processing Each row: - Routes to the correct Institution Zone. - Retrieves the item by barcode. - Adds or removes WRLC retention fields. - Returns success or error information. (Full logic documented in the respective subworkflow entries, [Add WRLC Retention](https://alma-documentation-bookstack.azurewebsites.net/books/library-open-workflows/page/subworkflow-add-wrlc-retention) and [Remove WRLC Retention](https://alma-documentation-bookstack.azurewebsites.net/books/library-open-workflows/page/subworkflow-remove-wrlc-retention)) --- 5\. Aggregate Results After all rows are processed: The **Summarize results** node: - Counts total processed rows. - Counts successful updates. - Collects error details. - Attempts multiple barcode fallbacks: - `_inputBarcode` - `item_data.barcode` - `Barcode` Errors are retained even if barcode is missing. --- 6\. Email Results Sends an HTML-formatted email containing: - Total processed - Successful updates - Error count - Detailed error list (if any) From address: `reports@wrlc.org` Recipient: Email provided in form --- ##### If results exist - Each barcode is processed independently. - Successful updates are counted. - Errors are listed individually. - User receives detailed summary email. ##### If no results - If file contains zero data rows: - Processing completes immediately. - Email reflects zero processed. - If all rows fail: - Email lists all errors. - Workflow does not halt due to individual row failures. --- #### Artifacts produced - Updated Alma item records (via subworkflows). - Summary email to submitting user. - No files, sets, or spreadsheets are created. # Subworkflow – Add WRLC Retention This subworkflow applies a WRLC retention commitment to a specified item by setting the retention-related fields in Alma for a given barcode and institution. #### At a glance - **Status:** Inactive ([parent workflow](https://alma-documentation-bookstack.azurewebsites.net/books/library-open-workflows/page/wrlc-retention) is Active) - **Applies consortium-wide?:** Yes - **Runs on:** Alma Institution Zones via Network routing - **Trigger:** Executed by another workflow (subworkflow only; no independent trigger) - **Primary outcome:** Marks an item as committed to WRLC retention in Alma. - **Who receives results:** No direct output; results are returned to the calling workflow. --- #### Why this exists WRLC retention commitments are recorded at the item level in Alma using structured retention fields. When an item is designated for WRLC retention, those fields must be set consistently across institutions. This subworkflow standardizes how retention commitments are applied, ensuring that parent workflows can add WRLC retention flags in a consistent and reusable way without duplicating logic. --- #### What it does - Receives input from a [parent workflow](https://alma-documentation-bookstack.azurewebsites.net/books/library-open-workflows/page/wrlc-retention). - Preserves the incoming barcode and institution code for reporting. - Routes the API call to the correct Alma Institution Zone. - Retrieves the item by barcode. - Sets WRLC retention-related fields. - Writes the updated item back to Alma. - Returns the updated item data to the calling workflow. --- #### Where it runs - **Alma IZ(s):** - Dynamically determined via `_institutionCode` passed from the parent workflow. - **Systems touched:** - Alma APIs (item retrieval and update) - Alma Network routing node - **Reports / queries used:** None --- #### How it works ##### Logic overview 1\. Trigger (Subworkflow Execution) - Starts via **“When Executed by Another Workflow.”** - Requires input fields: - `Barcode` - `Institution Code` If these fields are missing, the workflow may fail or route incorrectly. --- 2\. Preserve Input The **“Stash barcode”** code node: - Copies: - `Barcode` - `Institution Code` - Stores them internally as: - `_inputBarcode` - `_institutionCode` This ensures the calling workflow can reference the original input values for error handling or reporting. --- 3\. Route to Correct Institution The **Alma Network** node: - Uses `_institutionCode` to dynamically select the appropriate Institution Zone. - Does not target all network members. ⚠️ If `_institutionCode` is incorrect or missing, the API call may fail or affect the wrong IZ. --- 4\. Retrieve Item - Calls Alma API: - `GET /almaws/v1/items` - Uses the provided barcode. - Always outputs data (even on error), allowing the parent workflow to handle failures. --- 5\. Apply WRLC Retention Fields The **“Add WRLC Retention Code”** node updates: - `item_data.committed_to_retain` - Sets `value = true` - Sets `desc = "Yes"` - `item_data.retention_reason` - Sets `value = WRLCRetentionDONOTDELETE` - Sets `desc = "WRLC Retention"` - `item_data.retention_note` - Sets to empty string ⚠️ Important behaviors: - This workflow **does not validate** whether the item is already marked as retained. - It forcibly sets the retention-related fields. - It assumes the Alma item structure includes: - `item_data.committed_to_retain` - `item_data.retention_reason` If Alma’s API structure changes, this node may fail. --- 6\. Update Item - Calls Alma API: - `PUT /almaws/v1/bibs/{mms_id}/holdings/{holding_id}/items/{item_pid}` - Writes the modified item back to Alma. --- ##### If results exist - The item is marked as committed to WRLC retention. - Retention reason is set to **WRLCRetentionDONOTDELETE (WRLC Retention)**. - Updated item JSON is returned to the parent workflow. - No independent notifications are sent. ##### If no results - If the barcode is invalid or retrieval fails: - The workflow still outputs data (due to `continueRegularOutput`). - Error handling must be managed by the parent workflow. --- #### Artifacts produced - Updated Alma item record with WRLC retention applied. - No sets, reports, spreadsheets, or email notifications. # Subworkflow - Create Items in SCF IZ #### At a glance · **Status:** Active · **Environment / Tags:** SCF Workflow · **Applies consortium-wide?:** No, specific to Shared Collections Facility Institution Zone · **Runs on:** SCF Production Alma IZ · **Trigger:** Runs only when called by another workflow · **Primary outcome:** Creates or locates an SCF IZ bib/holding, then creates an item in that holding. · **Who receives results:** Returns a success or error result to the calling workflow. #### Why this exists This subworkflow supports shared print / SCF item creation by moving item data from a calling workflow into the SCF Alma institution zone. It helps ensure that an item can be represented in SCF with the correct bib, holding, location, provenance, and barcode pattern. #### What it does - Receives item, bib, institution, location, and linking data (Network Id) from another workflow. - Preserves the incoming barcode for later error reporting - Searches SCF Alma for a matching bib record. - If a matching bib exists, retrieves the first bib and checks its holdings. - If no matching bib exists and the record is NZ-linked, creates an SCF IZ bib from the NZ record. - If no matching bib exists and the record is not NZ-linked, creates a new SCF IZ bib using the provided bib record, adding a local 035 field for the owning institution and MMS ID. - Checks whether a holding already exists in SCF for the target SCF location. - If no matching holding exists, creates a suppressed SCF holding. - Builds a new item request body by clearing local-only fields, appending `X` to the barcode, setting provenance to the owning institution code, and setting library/location to SCF values. - Creates the item in Alma and returns either `successfully imported` or an error message. #### Where it runs · **Alma IZ(s):** SCF Production Alma IZ · **Systems touched:** Alma APIs · **Credentials referenced:** SCF Production - Alma APIs - Read & Write · **Reports / queries used:** None #### How it works ##### Logic overview 1. Search for the bib in the SCF IZ 2. **If a matching SCF bib is found:** the workflow retrieves that bib, checks for an SCF holding at the requested location, creates a holding if needed, then creates the item. 3. **If no matching SCF bib is found but the source is NZ-linked:** the workflow creates an SCF IZ bib from the NZ MMS ID, then creates the holding and item. 4. **If no matching SCF bib is found and the source is not NZ-linked:** the workflow creates a new SCF IZ bib from the supplied bib record, adds a local 035 field, then creates the holding and item. 5. **If an Alma create step fails:** the workflow returns an error result with the barcode, error type, and error message. 6. **If item creation succeeds:** the workflow returns the barcode and `successfully imported`. **Artifacts produced:** No files or reports. The output is structured JSON returned to the calling workflow. # Subworkflow – Remove WRLC Retention This subworkflow removes WRLC retention commitments from a specified item by clearing retention-related fields in Alma for a given barcode and institution. #### At a glance - **Status:** Inactive ([parent workflows](https://alma-documentation-bookstack.azurewebsites.net/books/library-open-workflows/page/wrlc-retention) are Active) - **Applies consortium-wide?:** Yes *(* - **Runs on:** Alma Institution Zones via Network routing - **Trigger:** Executed by another workflow (subworkflow only; no independent trigger) - **Primary outcome:** Clears WRLC retention indicators from an item record in Alma. - **Who receives results:** No direct output; results are returned to the calling workflow. --- #### Why this exists WRLC retention commitments are recorded at the item level in Alma. When a retention commitment needs to be removed (for example, as part of a broader retention management process), this subworkflow standardizes how those fields are cleared. By isolating this logic into a reusable subworkflow, parent workflows can remove retention data consistently across institutions without duplicating code. --- #### What it does - Receives input from a [parent workflow](https://alma-documentation-bookstack.azurewebsites.net/books/library-open-workflows/page/wrlc-retention). - Preserves the incoming barcode and institution code for error reporting. - Routes the API call to the correct Alma Institution Zone. - Retrieves the item by barcode. - Clears WRLC retention-related fields. - Writes the updated item back to Alma. - Returns the updated item data to the calling workflow. --- #### Where it runs - **Alma IZ(s):** - Dynamically determined via `_institutionCode` passed from the parent workflow. - **Systems touched:** - Alma APIs (item retrieval and update) - Alma Network routing node - **Reports / queries used:** None --- #### How it works ##### Logic overview 1\. Trigger (Subworkflow Execution) - Starts via **“When Executed by Another Workflow.”** - Requires input fields: - `Barcode` - `Institution Code` If these fields are missing, the workflow will fail or route incorrectly. --- 2\. Preserve Input The **“Stash barcode”** code node: - Copies: - `Barcode` - `Institution Code` - Stores them internally as: - `_inputBarcode` - `_institutionCode` This ensures error reporting in the parent workflow can reference the original input values. --- 3\. Route to Correct Institution The **Alma Network** node: - Uses `_institutionCode` to dynamically select the appropriate Institution Zone. - Does not target all network members. ⚠️ If `_institutionCode` is incorrect or missing, the update may fail or affect the wrong IZ. --- 4\. Retrieve Item - Calls Alma API: - `GET /almaws/v1/items` - Uses the provided barcode. - Always outputs data (even on error), allowing parent workflow error handling. --- 5\. Remove WRLC Retention Fields The **“Remove WRLC Retention Code”** node modifies: - `item_data.committed_to_retain` - Sets `value = false` - Sets `desc = "No"` - `item_data.retention_reason` - Clears value and description - `item_data.retention_note` - Clears value ⚠️ Important behaviors: - This workflow **does not validate** whether the item is currently marked as WRLC retention. - It forcibly clears the fields. - It assumes the Alma item structure includes: - `item_data.committed_to_retain` - `item_data.retention_reason` If Alma’s API structure changes, this logic may break. --- 6\. Update Item - Calls Alma API: - `PUT /almaws/v1/bibs/{mms_id}/holdings/{holding_id}/items/{item_pid}` - Writes the modified item back to Alma. --- ##### If results exist - The item’s retention fields are cleared. - The updated item JSON is returned to the parent workflow. - No independent notification is sent. ##### If no results - If the barcode is invalid or the item cannot be retrieved: - The workflow still outputs data (due to `continueRegularOutput` settings). - Error handling must be managed by the parent workflow. --- #### Artifacts produced - Updated Alma item record. - No files, sets, reports, or email notifications. # WRLC - Journal Volume Overlap Tool At a glance - **Status:** Active - **Environment / Tags:** Analytics - **Applies consortium-wide?:** Yes - **Runs on:** Alma Network Zone (NZ) and Shared Storage Facility (SCF) Alma environments - **Trigger:** Manual web form—runs when a user submits a barcode *or* ISSN - **Primary outcome:** Displays all SCF-held volumes for a given journal title based on barcode or ISSN lookup - **Who receives results:** The user who submitted the form (interactive display in browser) --- ## Why this exists When processing journal volumes for accession into the Shared Collections Facility (SCF), staff need to quickly determine whether volumes of the same title are already held. This workflow provides a fast, self-service lookup tool that eliminates the need for manual searching across Alma. It helps staff: - Avoid duplicating volumes already held at SCF - Make informed retention and accession decisions - Save time during intake and processing --- ## What it does - Presents a web form asking the user to enter either: - A **barcode**, or - An **ISSN** (but not both) - Checks whether a barcode was entered - If **no barcode is provided**, treats the request as an ISSN lookup - If **a barcode is provided**, performs a barcode-based lookup first - Queries Alma Analytics reports to retrieve matching SCF holdings - Uses two different Analytics queries depending on input type - Collects results including: ISSN, title, barcode, call number, description, and provenance - Formats results into a simple HTML table - Displays results directly in the browser - Shows a clear message if the lookup cannot be performed (e.g., missing ISSN) --- ## Where it runs - **Alma IZ(s):** - Network Zone (NZ) - Shared Storage Facility (SCF) institution - **Systems touched:** - Alma Analytics (reporting system used to query library data) - n8n web form interface - **Reports / queries used:** - `/shared/Washington Research Library Consortium (WRLC) Network/Reports/CannedReports` - *VOLUMES HELD AT SCF - Barcode Lookup* - `/shared/Shared storage institution/Reports/SCF Reports` - *VOLUMES HELD AT SCF - ISSN* --- ## How it works ### Logic overview 1. User submits the form with either a barcode or ISSN 2. Workflow checks whether the barcode field is empty 3. Branches into one of two paths: #### Barcode path - Runs **Barcode Lookup** report in the Network Zone - Then runs **ISSN Lookup** in SCF (to retrieve all volumes for the same title) - Formats results into an HTML table - Displays results #### ISSN path - Runs **ISSN Lookup** directly in SCF - Formats results into an HTML table - Displays results --- ### If results exist - All matching SCF volumes are displayed in a table with: - ISSN - Title - Barcode - Item call number - Description (e.g., volume/issue info) - Provenance code - A count of total results is shown at the top --- ### If no results - The results table displays a row stating: **“No results found.”** - If the lookup fails due to missing or invalid ISSN: - User sees an error message: > “It appears your item did not have a valid ISSN for lookup. You may need to do a more detailed Alma search.” --- ### Artifacts produced - **No files generated** - Output is a **dynamic HTML results page** displayed immediately to the user - Includes a restart button to run another search # WRLC - Retention Copy Analysis Tool At a glance - **Status:** Active - **Environment / Tags:** Analytics - **Applies consortium-wide?:** Yes (Inferred) - **Runs on:** Alma Network Zone (NZ) (Inferred) - **Trigger:** Manual web form—runs when a user submits a barcode - **Primary outcome:** Displays all copies of a title (same Network ID) along with retention and processing details - **Who receives results:** The user who submitted the form (interactive display in browser) --- ## Why this exists When evaluating retention commitments across the consortium, staff need to understand how many copies of a title exist and which institution is responsible for retaining them. This workflow provides a quick way to analyze all copies tied to the same **Network ID** (i.e., the same bibliographic record or edition). It helps staff: - Identify which institution has committed to retain a title - Review retention decisions before making changes - Understand duplication across partner libraries - Support retention reassignment workflows --- ## What it does - Presents a web form asking the user to enter a **barcode** - Uses the barcode to look up the associated item in Alma Analytics - Extracts the **Network ID** (shared bibliographic identifier) for that item - Uses the Network ID to retrieve **all matching copies** across the consortium - Pulls detailed data for each copy, including: - Title - Barcode - Process type (e.g., item status) - Retention commitment status - Retention reason - Call number - Fulfillment note - Institution name - Formats results into a table for easy review - Displays the results directly in the browser - Shows an error message if no valid Network ID is found --- ## Where it runs - **Alma IZ(s):** - Network Zone (NZ) - **Systems touched:** - Alma Analytics (reporting system used to query library data) - n8n web form interface - **Reports / queries used:** - `/shared/Washington Research Library Consortium (WRLC) Network/Reports/CannedReports` - *Retention Reassignment Form - Barcode Lookup* - *Retention Reassignment Form* --- ## How it works ### Logic overview 1. User submits a barcode via the form 2. Workflow runs **Barcode Lookup** report to retrieve item data 3. Extracts the **Network ID** from the result 4. Runs a second Analytics query using that Network ID to find all related copies 5. Branches based on whether the Network ID lookup succeeds --- ### If results exist - All matching copies (same Network ID) are displayed in a table - Each row includes: - Title - Barcode - Process type - Retention commitment (Yes/No) - Retention reason - Call number - Fulfillment note - Owning institution - A total result count is shown at the top --- ### If no results - If the Network ID cannot be found or is invalid: - User sees an error message: > “Your item does not appear to have a valid network ID. You may need to do a more detailed search in Alma.” - If no matching copies are returned: - The table displays: **“No results found.”** --- ### Artifacts produced - **No files generated** - Output is a **dynamic HTML results page** displayed immediately to the user - Includes a restart option to run another search # Update Item Description with Excel #### At a glance - **Status:** Active - **Environment / Tags:** Network Zone - **Applies consortium-wide?:** No — the workflow processes one selected Institution Zone per run - **Runs on:** One Alma Institution Zone chosen by the user at submission time - **Trigger:** Manual form submission with CSV upload - **Primary outcome:** Bulk updates item description, enumeration, and chronology fields on Alma item records from a CSV file. - **Who receives results:** The email address provided in the form submission #### Why this exists Staff sometimes need to update item description fields in bulk, especially for serials, multipart items, or other records where description, enumeration, and chronology need to be corrected or added consistently. Doing this one item at a time in Alma is slow and error-prone. This workflow provides staff at HQ an upload form that applies those updates via the Network Zone in bulk for a selected Institution Zone, and then emails a summary of the results. #### What it does - Presents a form where staff choose an **Institution Zone**, upload a **CSV file**, and enter an **email address**. - Accepts CSV files with up to **4,000 barcodes**. - Counts the number of data rows in the uploaded file. - Shows a confirmation screen before processing begins. - Routes processing to the selected Institution Zone. - Retrieves each item by barcode. - Merges the Alma item record with the spreadsheet row. - Updates item fields from the CSV: - Description - Enumeration A–H - Chronology I–M - Blanks those Alma fields if a corresponding spreadsheet column is missing or empty. - Writes the updated item back to Alma. - Summarizes successes and errors. - Emails the submitting user a results summary. #### Where it runs - **Alma IZ(s):** Select one of the 16 IZs in our Network Zone - **Systems touched:** - Alma APIs - Alma Network routing - Email via Alma letter API - **Reports / queries used:** None #### How it works ##### Logic overview 1\. Form submission The workflow begins with a form titled **Update Item Record with Excel**. Required inputs: - **Institution Zone** dropdown - **Upload file of barcodes** (`.csv`) - **Email** The form description specifies that the CSV should contain: - first column header: `Barcode` - remaining headers: `Description`, `Enum A - H`, `Chron I - M` 2\. Pre-processing and confirmation The workflow reads the uploaded CSV and counts non-blank lines, subtracting the header row to calculate the number of barcodes. It then shows a review screen telling the user how many barcodes were detected and that the selected item records will be updated in Alma. This is a confirmation step only. It does not validate the CSV headers beyond assuming the first row is a header row. 3\. Extract CSV rows A separate branch extracts the CSV contents into rows for processing. This branch is merged back after the user confirms submission. 4\. Route to the selected Institution Zone After confirmation, the workflow uses the selected **Institution Zone** value to route API calls through the Alma Network node to the correct institution. 5\. Retrieve each item by barcode For each CSV row, the workflow retrieves the Alma item record using the barcode in that row. 6\. Build the update payload The workflow combines the spreadsheet row with the retrieved Alma item record, then updates these Alma item fields from the spreadsheet columns: - `description` from **Description** - `enumeration_a` through `enumeration_h` from **Enum A** through **Enum H** - `chronology_i` through `chronology_m` from **Chron I** through **Chron M** Important behavior: - Spreadsheet-only columns are removed from the payload before the item is sent back to Alma. - If a column is present but blank, the Alma field is set to blank. - If a column is missing entirely, the Alma field is also set to blank. This means the workflow is not just adding values; it can also clear existing Description / Enum / Chron values. 7\. Update Alma item records The workflow sends the modified item record back to Alma using the item update endpoint. 8\. Summarize results and email the user After all item updates complete, the workflow counts: - total processed - successful updates - errors It then emails the submitting user a summary report. ##### If results exist - Matching item records are updated in the selected Institution Zone. - Description / enumeration / chronology values are overwritten from the CSV. - The user receives an email summarizing how many records were processed successfully and how many errors occurred. ##### If no results - If a barcode cannot be retrieved or an update fails, processing continues for the remaining rows. - Errors are captured and included in the results summary. - The workflow does not stop on individual row failures. #### Artifacts produced - Updated Alma item records - Email summary sent to the submitting user - No spreadsheets, sets, or reports are created by the workflow itself # UDC Barcode Update Form #### At a glance · **Status:** Active · **Environment / Tags:** Community Use Case · **Applies consortium-wide?:** No · **Runs on:** UDC Institution Zone (`01WRLC_DOC`) · **Trigger:** Staff submit a LibOW form called **Update Barcode** · **Primary outcome:** Helps staff update an item barcode only when the item is committed to retain; otherwise, it sends the item to Cataloging for review. · **Who receives results:** The staff member using the form receives an on-screen success, routing, or error message. #### Why this exists This workflow gives staff a quick form-based way to update an item barcode in Alma while protecting retained materials from accidental mishandling. It checks the item’s retention status before allowing a barcode update, and it routes items that are not marked for retention to Cataloging instead of updating them directly. #### What it does · A staff member opens the **Update Barcode** form and enters or scans the item’s current barcode. · The workflow runs against the UDC Alma IZ. · It retrieves the Alma item record using the submitted barcode. · If Alma cannot find or retrieve the item, the staff member receives an error message and can restart the form. · The workflow checks whether the item is marked **Committed to Retain**. · If the item is committed to retain, the form displays item details and asks the staff member to enter the new barcode. · The workflow updates the Alma item record with the new barcode. · After the update, it scans the item in at the configured UDC circulation desk. · If the update fails, the staff member receives an error message and can restart the form. · If the item is not committed to retain, the workflow adds a work order and tells the staff member to send the item to Cataloging. #### Where it runs · **Alma IZ(s):** `01WRLC_DOC` · **Systems touched:** · n8n forms · Alma APIs · Alma Network configuration · **Reports / queries used:** None · **Credentials referenced:** · `NZ Production - Alma APIs - Read & Write` · `NZ Sandbox - Alma APIs - Read & Write` #### #### How it works ##### Logic overview · **Start:** The workflow begins when a staff member submits the **Update Barcode** form with the item’s current barcode. · **Institution context:** The Alma Network node is configured for `01WRLC_DOC`, rather than all network members. · **Retrieve item:** The workflow uses the submitted barcode to retrieve the Alma item record. · **If item retrieval fails:** The workflow displays an error message with Alma’s returned error text. · **If item is committed to retain:** The workflow displays item details, including title, author, publication date, location, temporary location, retention status, retention reason, and retention note. The staff member then enters a new barcode. · **Update item:** The workflow copies the existing item record, replaces the barcode value with the new barcode, and sends the updated item record back to Alma. · **If barcode update succeeds:** The workflow scans the item in at library `DCVN` and circulation desk `DEFAULT_CIRC_DESK`, then displays a success message confirming the new barcode. · **If barcode update fails:** The workflow displays an error message with Alma’s returned error text. · **If item is not committed to retain:** The workflow adds a work order for library `DCVN`, department `TECH`, work order type `AcqWorkOrder`, status `Physical Processing`, and tells the staff member to send the item to Cataloging. ##### ##### Artifacts produced None. The workflow does not create files, reports, spreadsheets, or email notifications. It produces on-screen form completion messages only.