Library Open Workflows

Library Open Workflows (LibOW) is Ex Libris’ workflow automation platform for Alma libraries. It is based on the workflow automation tool n8n, and has been adapted by Ex Libris to work securely within the Alma environment.

At WRLC, LibOW is managed by WRLC HQ and is used to create automated processes that handle routine tasks — such as moving data between systems, generating reports, sending notifications, or updating records — without complex custom programming. Workflows may run across the entire Network Zone or be limited to a specific institution, depending on the need.

LibOW is intended to reduce repetitive manual work and support consortium-wide operations through shared, reusable solutions. Member libraries are encouraged to propose use cases for consideration by WRLC HQ. These workflows are documented openly, and designed to be transparent about what they do and what systems they affect.

This section of the wiki serves as the central hub for LibOW at WRLC, explaining how the platform is used and documenting active workflows.

How to Share a Use Case with WRLC HQ

Overview

WRLC welcomes ideas from the community about Alma workflows and integrations that could work better, faster, or more reliably. This page explains how to share a use case with WRLC HQ using the Community Use Case Suggestion Form—the primary way to propose workflow improvements, automation ideas, or Alma-adjacent process changes.

You do not need to be technical to submit a use case. If something feels manual, repetitive, or harder than it should be, that’s exactly the kind of feedback we want to hear.

What is this form?

The Community Use Case Suggestion Form allows WRLC community members to describe:
These submissions help WRLC:

Why submit a use case?

When you submit a use case, you’re helping to:
Even ideas that don’t turn into an immediate workflow still help inform future priorities and improvements.

Where to find it

The WRLC Community Use Case Suggestion Form is available directly within Alma as a Cloud App. This allows you to submit ideas while you are already working in Alma—no separate login or external tools are required.

Before using the form for the first time, you will need to activate the Library Open Workflows Cloud App.

First-Time Setup: Activating the Library Open Workflows Cloud App

If you have not previously used the Library Open Workflows Cloud App, follow these steps to activate it:

  1. Open Alma.

  2. Click the Cloud Apps icon in the Alma menu bar.

  3. Select Available Apps.

  4. Locate Library Open Workflows by either:

    • Browsing the list of available apps, or

    • Searching using the magnifying glass icon and typing keyword Library.

  5. Select Library Open Workflows from the list.

  6. Click Activate.

  7. Click Open.

Once activated, the Cloud App will remain available in your Activated Apps list.

Accessing the Use Case Suggestion Form

After activating the Cloud App, accessing the form only takes a few clicks:

  1. Open Alma.

  2. Click the Cloud Apps icon.

  3. Select Library Open Workflows from the Activated Apps list.

  4. Choose WRLC Community Use Case Suggestion Form.

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Who can access the form?

The Cloud App is available to Alma users with standard administrator, manager, and operator roles. For a full list of roles, click here. 

How to Submit a Use Case

The form asks a series of questions designed to provide WRLC HQ staff with enough context to evaluate, design, and (when possible) build a workflow. Below is what each question is asking—and why it matters:

1. Your name
So we can follow up with you if something is unclear, missing, or worth exploring further.
2. Your Institution (IZ)
Helps us understand whether an issue is local to one institution or shared across multiple IZs, which is a key prioritization factor.
3. Your Email Address
So we can follow up if something is unclear, missing, or worth exploring further. We won’t spam you.
4. Summary of the Issue or Challenge
This is the high-level “what’s broken?” description. Think of it as the elevator pitch for the problem.
5. Desired Goal or Outcome
This tells us what “better” looks like to you. Sometimes the same problem can be solved in multiple ways—knowing the goal helps us design the right approach.
Example: “Automatically notify the team when a report contains a specific value.”
6. Current Workflow Description
Understanding the current steps helps us see:

If you would prefer to document this information as part of your attached file, simply note that fact here.

7. Current Workflow Frequency
How often a process happens directly affects the likely impact of an automation.
8. Stakeholders
Knowing who else benefits helps us assess broader community value—especially for workflows that could support multiple teams or roles or institutions.
9. Urgency
Urgency helps us distinguish between:
10. Process Time
Even rough estimates help us understand potential time savings and return on effort.
11. Additional Comments
This is your space to add context that didn’t fit elsewhere—constraints, edge cases, or “things that always go wrong.”
12. Supporting Documentation (Optional but Very Helpful)
You may upload one file (up to 4 MB) to support your submission.
Helpful examples include:
Attachments are optional, but they significantly speed up understanding and design, especially for complex workflows.

What to Expect After You Submit

Once submitted:
Not all submissions will result in a workflow build, and some strong ideas may not be addressed immediately as priorities evolve. Even when a workflow is not built right away, every submission helps inform future LibOW development and highlights shared needs across the community.
The team will do its best to keep the community informed of progress through direct outreach, the WRLC Newsletter, and updates to the Workflow Catalog.

Help or Follow-up

Please contact the WRLC Service Desk using these instructions.

Workflow Catalog

This chapter provides a comprehensive catalog of automated workflows and cloud applications built by the WRLC HQ.

Workflow Catalog

Add or Remove 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

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:

It centralizes retention management while preserving audit visibility.

What it does

Where it runs

How it works

Logic overview

1. Form Submission

The workflow begins with a form requiring:

Required CSV format:

Barcode Institution Code

⚠️ The workflow does not validate header names; it assumes:

2. Row Counting & Review Step

Before processing:

This confirmation step prevents accidental bulk updates.

3. Branch Based on User Selection

An If node evaluates the dropdown choice:

Each CSV row triggers one subworkflow execution (mode: each).

⚠️ Errors are set to continueRegularOutput, meaning:

4. Subworkflow Processing

Each row:

(Full logic documented in the respective subworkflow entries, Add WRLC Retention and Remove WRLC Retention)

5. Aggregate Results

After all rows are processed:

The Summarize results node:

Errors are retained even if barcode is missing.

6. Email Results

Sends an HTML-formatted email containing:

From address: reports@wrlc.org
Recipient: Email provided in form

If results exist
If no results

Artifacts produced

Workflow Catalog

Create WRLC Long Lost CLS Data Table

At a glance

Why this exists

The Long Lost CLS workflow consists of several independent workflows that all operate on the same set of patron and loan data. Rather than querying Alma Analytics repeatedly, this workflow creates a centralized data table at the beginning of each semester containing every active Long Lost CLS item.

By establishing a single working dataset, subsequent workflows can update, enrich, and track records throughout the semester while ensuring they are all referencing the same information.

What it does

Where it runs

Alma environment

Systems touched

Reports and data sources

How it works

Logic overview
  1. A scheduled trigger starts the workflow at the beginning of a semester.
  2. The workflow identifies which semester is beginning and names the new data table accordingly.
  3. A new data table is created with all columns required for downstream Long Lost CLS processing.
  4. The workflow retrieves the current Long Lost CLS records from Alma Analytics.
  5. Loan and due dates are reformatted for reporting purposes.
  6. Each patron's home institution code is added by referencing the WRLC Institution Information table.
  7. A subworkflow retrieves the patron's home account information (Retrieve Patron Home Account Through Linked Account)
  8. All data is standardized into the LibOW data table schema.
  9. Every record is inserted into the newly created data table.
  10. WRLC HQ staff receive a confirmation email with the table name, number of imported rows, and creation timestamp.
If results exist

Each Long Lost CLS record becomes a row in the semester's data table, creating the working dataset used by downstream Long Lost CLS workflows.

If no results exist

A new data table is still created, but no rows are inserted. A confirmation email is still sent indicating that the workflow completed successfully.

Artifacts produced

Workflow Catalog

CU Law: New Borrowing Request Notification

Notifies CU Law staff when an ILL request is submitted via Primo.

At a glance

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

Where it runs

How it works

Artifacts produced:
The output is an HTML email notification sent to the shared inbox.

Workflow Catalog

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

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

Where it runs

How it works

Logic overview

Artifacts produced

Workflow Catalog

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

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

Where it runs

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
If no results
Artifacts produced
Workflow Catalog

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

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:

This supports consortium-level quality control and faster resolution of ambiguous matches.

What it does

Where it runs

How it works

Logic overview

1. Schedule & Date Setup

2. Identify Relevant Import Jobs

⚠️ If import profile IDs change, this workflow must be updated.

3. Retrieve Multi-Match Records

⚠️ If naming conventions change, import type detection may break.

4. Separate Network IDs

5. Retrieve and Parse Bib Records

For each Network ID:

Returns one row per AVA field (institution holding).

⚠️ Assumptions:

6. Normalize and Deduplicate

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 IDs and MMS IDs are written as text to prevent numeric reformatting.

If results exist

If no results

Artifacts produced

No emails or additional reports are generated.

Workflow Catalog

Reassign Retention for Lost and Paid CLS Items

After each Long Lost CLS processing cycle, this workflow reviews Lost and Paid items that were previously designated as WRLC Retention copies. When possible, it transfers the Retention designation to another eligible consortium copy and records the outcome in the Long Lost CLS data table.

At a glance

Why this exists

Some CLS items that become Lost and Paid are also designated as WRLC Retention copies. Because a lost item can no longer reliably serve as the consortium’s retained copy, its retention responsibility may need to be transferred to another eligible copy.

This workflow identifies affected items, gathers their current consortium and retention information, attempts to reassign WRLC Retention where appropriate, and records the result in the Long Lost CLS data table. It also produces a consolidated report so WRLC staff can review cases that require manual action, including WRLC Permanent items and titles for which no replacement retention copy is available.

What it does

Where it runs

How it works

Logic overview
Artifacts produced


Workflow Catalog

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

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:

Reports / queries used: None.
The workflow does not use Alma Analytics reports or saved queries.

Credentials referenced:

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

Workflow Catalog

SCF - Publish Items to the SCF IZ via File Upload

At a glance

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

Where it runs

How it works

Logic overview
Artifacts produced
Workflow Catalog

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

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

Where it runs

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
If no results
Artifacts produced
Workflow Catalog

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

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

Where it runs

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_3in the SCF IZ

      • The item is updated in SCF only.

       

  5. Completion

    • A success message confirms where the update occurred.

If results exist
If no results
Artifacts produced
Workflow Catalog

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

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

Where it runs

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
If no results
Artifacts produced
Workflow Catalog

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:
Artifacts produced

· Spreadsheet attachment: SCF Requests
· Email subject pattern: Incoming SCF Requests yyyy-MM-dd
· Email recipient: The address entered in the form

Workflow Catalog

Subworkflow – Add Long Lost Fine

Creates a standardized WRLC Long Lost replacement fine in the patron's home Alma Institution Zone and returns the new fine ID and amount to the calling workflow.

At a glance

Why this exists

This subworkflow centralizes the logic to create WRLC Replacement Fines in different Institution Zones. 

What it does

Where it runs

How it works

Logic overview
If results exist
If no results
Artifacts produced

None. The workflow creates a fine directly in Alma and returns data to the calling workflow.

Workflow Catalog

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

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

Where it runs

How it works

Logic overview

1. Trigger (Subworkflow Execution)

If these fields are missing, the workflow may fail or route incorrectly.

2. Preserve Input

The “Stash barcode” code node:

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:

⚠️ If _institutionCode is incorrect or missing, the API call may fail or affect the wrong IZ.

4. Retrieve Item

5. Apply WRLC Retention Fields

The “Add WRLC Retention Code” node updates:

⚠️ Important behaviors:

If Alma’s API structure changes, this node may fail.

6. Update Item

If results exist
If no results

Artifacts produced

Workflow Catalog

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

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.

Workflow Catalog

Subworkflow - Look Up Active Loans

Looks up the current status of a loan in the item's owning Alma Institution Zone and returns the updated loan_status field to the calling workflow.

At a glance

Why this exists

Many workflows need to determine whether a loan is still active before taking additional action. Rather than duplicating the same Alma API call across multiple workflows, this subworkflow provides a single reusable component that retrieves the most current loan status directly from the owning institution's Alma environment.

This simplifies workflow maintenance while ensuring all dependent workflows use the same logic to verify loan status.

What it does

Where it runs

How it works

Logic overview
  1. The subworkflow is called by another workflow.
  2. The Alma Network node routes the API request to the Institution Zone that owns the item.
  3. The workflow retrieves the loan using the patron identifier and loan ID.
  4. The API node is configured to Always Output Data and Continue on Error, allowing the workflow to continue even if the loan cannot be found.
  5. The returned loan_status value replaces the existing field in the input data.
  6. All remaining input fields pass through unchanged to the calling workflow.
If results exist
If no results

Artifacts produced: None. This workflow returns updated data to the calling workflow and does not generate reports, files, or emails.

Workflow Catalog

Subworkflow - Look up Consortial Item by Barcode

Standard lookup subworkflow used to retrieve item and bibliographic information from the owning Alma Institution Zone. Reuse this workflow instead of duplicating Alma API calls across parent workflows.

At a glance

Why this exists

Many workflows need to retrieve information about a consortial item before taking further action. Rather than duplicating the same Alma API calls across multiple workflows, this subworkflow centralizes that process.

Given an item's barcode and owning institution code, it automatically connects to the correct Alma Institution Zone, retrieves the item record and associated bibliographic record, and returns a consistent set of fields for use by the calling workflow. Because the workflow always returns data—even when an item cannot be found—parent workflows can handle missing records consistently without needing additional error-handling logic.

What it does

Where it runs

How it works

Logic overview
  1. The workflow is called by another workflow.
  2. The calling workflow supplies:
    • the item's barcode
    • the owning institution code.
  3. The workflow switches context to the appropriate Alma Institution Zone.
  4. It looks up the physical item by barcode.
  5. If an item is found, it retrieves the associated bibliographic record using the item's MMS ID.
  6. Selected item and bibliographic fields are added to the original input.
  7. The enriched record is returned to the parent workflow.
If results exist

The workflow returns the original input together with:

These values replace any existing values with the same field names while preserving all other incoming data.

If no results

The Retrieve Item by Barcode and Retrieve Bib nodes are configured to Always Output Data, so the workflow continues running even if one or both Alma API calls do not return a record. In this case, the returned fields (such as mms_id, network_id, or retention information) will typically be blank, while the original input fields are still passed back to the calling workflow. This allows the parent workflow to determine how to handle missing items without the subworkflow failing.

Artifacts produced: None. This workflow returns data only; it does not generate reports, files, or emails.

Workflow Catalog

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

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

Where it runs

How it works

Logic overview

1. Trigger (Subworkflow Execution)

If these fields are missing, the workflow will fail or route incorrectly.

2. Preserve Input

The “Stash barcode” code node:

This ensures error reporting in the parent workflow can reference the original input values.

3. Route to Correct Institution

The Alma Network node:

⚠️ If _institutionCode is incorrect or missing, the update may fail or affect the wrong IZ.

4. Retrieve Item

5. Remove WRLC Retention Fields

The “Remove WRLC Retention Code” node modifies:

⚠️ Important behaviors:

If Alma’s API structure changes, this logic may break.

6. Update Item

If results exist
If no results

Artifacts produced

Workflow Catalog

Subworkflow - Retrieve Patron Home Account from Linked Account

Looks up a patron's Home Institution account information (Primary ID and User Group) from the preferred email address in the patron's linked account.

At a glance

Why this exists

Many consortium workflows begin with information from a linked patron account rather than the patron's actual home institution account. Some Alma APIs require the Home Institution Primary ID in order to create fines, update user records, or perform other patron-related actions.

This subworkflow provides a reusable way to locate the patron's home account using their preferred email address, eliminating duplicate logic across multiple workflows and ensuring subsequent workflow steps operate on the correct user record.

What it does

Where it runs

How it works

Logic overview
  1. The subworkflow is called by another workflow.
  2. The Alma Network node switches context to the patron's Home Institution using the supplied institution code.
  3. The workflow searches for a user whose preferred email matches the supplied email address.
  4. Once a matching user is found, the workflow retrieves the complete user record.
  5. The Home Institution Primary ID and User Group are extracted.
  6. Those values are added to the original input before the data is returned to the parent workflow.
If results exist
If no results

Artifacts produced: None. This workflow does not generate reports, files, emails, or other output artifacts.

Workflow Catalog

Subworkflow – Waive Linked Account Fines for CLS Long Lost Items

Waives a CLS Long Lost replacement fine in a patron's linked account within the lending Institution Zone. Returns the waiver status so the parent workflow can verify whether the fine was successfully removed before adding the replacement fine to the patron's home account.

At a glance

Why this exists

As part of the WRLC CLS Long Lost Items process, replacement fines must be waived from the patron's linked account while an equivalent replacement fine is added to the patron's home institution. This subworkflow standardizes the waiver process so that parent workflows can waive fines in any participating Institution Zone using the same logic.

What it does

Where it runs

How it works

Logic overview
If results exist

The fine is successfully waived and Linked Account Fine Status contains the status returned by Alma (for example, indicating that the waiver completed successfully).

If no results

If the waiver cannot be completed, the workflow still returns the original data. Linked Account Fine Status contains the Alma error message so the parent workflow can determine how to handle the failure.

Artifacts produced: None. This subworkflow returns data only; it does not create files, reports, or send emails.

Workflow Catalog

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

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

Where it runs

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 <today>

      • 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
If no results

Artifacts produced

Workflow Catalog

WRLC - Journal Volume Overlap Tool

At a glance

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:

What it does

Where it runs

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

ISSN path

If results exist

If no results

Artifacts produced

Workflow Catalog

WRLC - Retention Copy Analysis Tool

At a glance

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:

What it does

Where it runs

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

If no results

Artifacts produced

 

Workflow Catalog

Update Item Description with Excel

At a glance

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

Where it runs

How it works

Logic overview

1. Form submission

The workflow begins with a form titled Update Item Record with Excel.

Required inputs:

The form description specifies that the CSV should contain:

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:

Important behavior:

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:

It then emails the submitting user a summary report.

If results exist
If no results

Artifacts produced

Workflow Catalog

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.

Workflow Catalog

Managing Named Users in Alma: Multi-Step Process

Step 1 - Find Alma Users Without Expiration Dates

Based on Code from Github

At a glance

Status: In-Process
Workflow ID: 9hWFoIOOCuguN86e
Version: 95997d36-81cc-43b3-9d5a-811a6960d07c
Environment / Tags: User Record Management; NZ Sandbox; NZ Production
Applies consortium-wide?: No
Runs on: NZ Sandbox and a second selectable Alma environment labeled NZ Production
Trigger: A LibOW web form submitted on demand; there is no automatic schedule.

Primary outcome: Scans Alma user records and emails a CSV listing accounts whose expiry_date is missing or blank.

Who receives results: shields@wrlc.org

Why this exists

User records without an expiration date may remain eligible longer than intended and can be difficult to locate through routine review. This workflow gives staff a repeatable audit that can be run against a selected Alma environment, first on a limited set of records for testing or across all available users.
The results provide the starting CSV for later workflows that assign purge dates and manage expired accounts.

What it does

•    Presents a form where the operator chooses NZ Sandbox or NZ Production and enters the maximum number of users to scan.
•    Treats a maximum of 0 as “scan all available users”; positive values are capped at 10,000.
•    Routes the request to the Alma node associated with the selected environment.
•    Requests full Alma user records in pages of up to 100.
•    Checks each returned user for an absent, null, blank, or empty-object expiry_date.
•    Extracts the Primary ID, preferred or first email address, and patron group for matching users.
•    Stores matching rows and internal page-state rows in the users_missing_expiration LibOW data table.
•    Continues requesting pages until it reaches the selected limit or Alma’s total record count.
•    Builds a CSV report and emails it when matches exist.
•    Sends a no-results email when no matching users are found.

Where it runs

Alma IZ(s)
•    NZ Sandbox
•    A second branch labeled NZ Production

Systems touched

•    LibOW / n8n: Hosts the form and coordinates the workflow.
•    Alma Users API: Retrieves full user records. An API is a controlled way for one system to request data from another.
•    LibOW Data Tables: Temporarily stores matching rows and page-state information.
•    Gmail: Delivers the report or no-results notice.

Credentials referenced
•    NZ Sandbox - Alma APIs - Read Only
•    SCF Sandbox - Alma APIs - Read Only
•    Gmail Credentials - Generic LibOW

Reports / queries used

No Alma Analytics report is used.

The workflow queries the Alma Users API with:
•    Full expansion
•    Page size up to 100
•    Offset-based pagination

LibOW data table:
•    users_missing_expiration

How it works

Logic overview
The workflow validates the form, creates a timestamp-based run ID, and starts at offset zero. A Switch node selects the environment-specific Alma API node. Each response page is inspected in JavaScript rather than with a visual filter, allowing the workflow to detect several ways an expiration field can be missing or empty.
A page-state row records the next offset and whether more records remain. After the final page, the workflow retrieves all rows for the current run, removes the internal state rows, and creates the report.

If results exist:

The workflow creates and emails a CSV containing:
•    Primary ID
•    Email Address
•    Patron Type

The email includes the run ID, selected environment, number of users scanned, and number of users without an expiration date.

If no results exist:

The workflow sends an email confirming completion and reporting that zero users without an expiration date were found. No attachment is sent.

CSV filename pattern:
alma-users-missing-expiration-<run ID>.csv

Step 2: Add Purge Dates to Alma Users from CSV

At a Glance

Status: In-Process
Workflow ID: WToSDYo9SCv2iZux
Version: 492f03e1-ca18-4316-8507-97642e38075a
Environment / Tags: User Record Management; SCF Sandbox credential
Applies consortium-wide?: No
Runs on: SCF Sandbox Alma environment
Trigger: A LibOW web form submitted on demand; there is no automatic schedule.
Primary outcome: Applies a selected purge date to Alma users listed in an uploaded Step 1 CSV and emails a detailed audit report.
Who receives results: shields@wrlc.org

Why this exists

Step 1 identifies accounts that lack an expiration date. This workflow provides a controlled follow-up process for assigning a purge date to those accounts. It requires an uploaded CSV, a selected date, a processing limit, and explicit confirmation before any Alma record is changed.

The workflow retrieves each complete Alma user record before updating it, reducing the risk of unintentionally replacing unrelated user data.

What it does

•    Presents a form for a CSV upload, purge date, maximum number of users, and confirmation checkbox.
•    Validates the date, confirmation, file upload, and processing limit.
•    Converts the selected date to Alma’s YYYY-MM-DDZ format.
•    Reads the uploaded CSV and requires a Primary ID column.
•    Removes blank and duplicate Primary IDs and applies the maximum-user limit.
•    Processes one user at a time.
•    Retrieves the complete Alma user record by Primary ID.
•    Changes only the purge_date field and submits the complete user object back to Alma.
•    Records GET failures, update failures, and successful updates without stopping the remaining rows.
•    Creates a CSV audit report and emails the completion summary.

Where it runs

Alma IZ(s)
•    SCF Sandbox

Systems touched
•    LibOW / n8n: Hosts the submission form, CSV processing, loop, and reporting logic.
•    Alma Users API: Retrieves and updates full Alma user records.
•    Gmail: Sends the completion summary and audit report.

Credentials referenced
•    SCF Sandbox - Alma APIs - Read & Write
•    Gmail Credentials - Generic LibOW

Reports / queries used
No Alma Analytics report is used.

Input requirement:
CSV column: Primary ID

Alma operations:
•    Get one complete user record
•    Update one complete user record

How it works

Logic overview
The form submission is validated before processing begins. The CSV is converted into one LibOW item per unique Primary ID, subject to the maximum-user safety limit. A loop retrieves the complete user, makes a deep copy, changes purge_date, and sends the updated record through the Alma API node.
Each iteration returns a final success or failure row. The loop’s completed output is checked against the number of queued users before the final report is created.

If results exist

This workflow always produces an audit result for every queued row:
•    Successful users are marked Success.
•    Retrieval or update failures are marked Failed, with the failure stage and available error details.
The workflow emails the CSV audit report after processing completes.

If no results exist

The workflow does not have a separate no-results branch. It stops with an error when the uploaded CSV has no data rows or contains no usable Primary IDs.


Step 3: Alma Expiration Checker

At a glance

Status: In-Process
Workflow ID: JjlojFEXPvTm7D06
Version: d93597a4-ef2b-43d3-afe8-ca234c4b4d2b
Environment / Tags: User Record Management; NZ Sandbox; NZ Production
Applies consortium-wide?: No
Runs on: NZ Sandbox and a second selectable Alma environment labeled NZ Production
Trigger: A LibOW web form submitted on demand; there is no automatic schedule.
Primary outcome: Finds users whose expiration date is on or before a selected date and emails CSV and JSON reports.
Who receives results: shields@wrlc.org

Why this exists

After purge dates have been assigned, staff need a repeatable way to identify accounts that have reached or passed an expiration threshold. This workflow scans a selected Alma environment and produces a reviewable list without changing user records.
The output CSV is designed to serve as the input for the later deactivation workflow.

What it does

•    Presents a form for Alma environment, expiration cutoff date, and maximum users to scan.
•    Treats 0 as “scan all users.”
•    Converts the selected date to the end of that calendar day.
•    Routes the request to the selected environment’s Alma node.
•    Retrieves full Alma user records in pages of up to 50.
•    Reads multiple possible expiration-field names and parses date-only or ISO date formats.
•    Includes users whose expiration date is on or before the selected cutoff date.
•    Collects Primary ID, first name, last name, preferred email, and expiration date.
•    Continues through pages until the selected limit or total Alma user count is reached.
•    Emails CSV and JSON reports when matches exist, or a no-results notice otherwise.

Where it runs

Alma IZ(s)
•    NZ Sandbox
•    A second branch labeled NZ Production

Systems touched
•    LibOW / n8n: Hosts the form, pagination, date comparison, and report creation.
•    Alma Users API: Retrieves full user records.
•    Gmail: Sends reports or a no-results notice.

Credentials referenced
•    NZ Sandbox - Alma APIs - Read Only
•    SCF Sandbox - Alma APIs - Read Only
•    Gmail Credentials - Generic LibOW

Reports / queries used
No Alma Analytics report is used.

Alma Users API configuration:
•    Full user expansion
•    Page size up to 50
•    Offset-based pagination

How it works

Logic overview
The form validates the selected environment, cutoff date, and scan limit. The cutoff is stored as 23:59:59.999 UTC on the chosen date, so users expiring at any time on that date are included.
The workflow accumulates matching users across Alma pages. Pagination continues until all selected users have been examined. The final report builder creates both CSV and JSON versions of the matching records.

If results exist

The workflow emails two attachments:
1.    A CSV report with:
•    primary_id
•    first_name
•    last_name
•    email
•    expiration_date
2.    A JSON report containing the same matching user records.

If no results exist

The workflow sends a completion email reporting that no expired users were found. It does not attach CSV or JSON files.

Step 4: Deactivate Alma Users from Step 3 CSV

At a glance

Status: In-Process
Workflow ID: H6EbLWv8vYyUf1AY
Version: 1ed30e19-195a-42f1-97be-a9cc0bdb16eb
Environment / Tags: User Record Management; NZ Sandbox; NZ Production
Applies consortium-wide?: No
Runs on: NZ Sandbox and NZ Production
Trigger: A LibOW web form submitted on demand; there is no automatic schedule.
Primary outcome: Changes users listed in the Step 3 CSV to INACTIVE, assigns the PurgePending user group, and emails an audit report.
Who receives results: shields@wrlc.org

Why this exists

Step 3 identifies accounts that have reached or passed the selected expiration threshold. Step 4 performs the controlled account change: it deactivates the selected users and places them in the PurgePending Alma user group.
Because this workflow modifies patron records, it includes an explicit confirmation checkbox, environment selection, and a maximum-user testing limit.

What it does

•    Presents a form for the Step 3 CSV, Alma environment, maximum users, and deactivation confirmation.
•    Treats a maximum of 0 as “process all CSV rows.”
•    Validates the file, environment, limit, and confirmation.
•    Reads primary_id values from the Step 3 CSV and removes blanks and duplicates.
•    Processes one user at a time.
•    Retrieves the complete user record from the selected Alma environment.
•    Skips a user only when the account is already INACTIVE and already belongs to PurgePending.
•    Otherwise sets status to INACTIVE and user group to PurgePending.
•    Removes fields known to cause update errors, filters unsupported phone types, and deduplicates identifiers.
•    Updates the full Alma user record and records success, skip, retrieval failure, or update failure.
•    Creates CSV and JSON audit reports and emails them after the loop completes.

Where it runs

Alma IZ(s)
•    NZ Sandbox
•    NZ Production

Systems touched

•    LibOW / n8n: Hosts the form, file processing, loop, record preparation, and reporting.
•    Alma Users API: Retrieves and updates complete user records.
•    Gmail: Sends the completion report and attachments.

Credentials referenced

•    NZ Sandbox - Alma APIs - Read & Write
•    NZ Production - Alma APIs - Read & Write
•    Gmail Credentials - Generic LibOW

Reports / queries used

No Alma Analytics report is used.

Input CSV must contain one of these user identifier headings:

•    primary_id
•    Primary ID
•    user_id
•    User ID

Alma operations:

•    Get User Details
•    Update User Details

How it works

Logic overview

The workflow turns each unique identifier in the uploaded file into one loop item. A Switch node chooses the correct environment-specific GET credential. The complete user record is inspected before any change is made.
If the user is already inactive and in PurgePending, the workflow records a skip. Otherwise, it prepares a full update payload that changes the status and group while retaining the rest of the user data. A second environment Switch sends that payload to the corresponding update node.

All terminal paths return a final audit row to the loop. The report builder verifies that the number of final rows equals the number of queued users.

If results exist

Every queued user produces one of these outcomes:
•    Success: Alma accepted the update.
•    Skipped: The user was already inactive and already in PurgePending.
•    Failed: The user could not be retrieved or updated.
The workflow emails CSV and JSON audit reports containing these results.

If no results exist

There is no separate no-results email branch. The workflow stops with an error if the uploaded CSV has no rows or contains no usable user identifiers.

Artifacts produced
Filename patterns:
deactivation_results_<environment>_<run ID>.csv
deactivation_report_<environment>_<run ID>.json

CSV columns:
•    primary_id
•    status
•    stage
•    http_status
•    reason
•    tracking_id
•    processed_at

Step 5: Check PurgePending Users

At a glance

Status: In-Process
Workflow ID: iCDoBVA4jONrRGWc
Version: efa5b58e-02ac-4e3a-83f3-569ae76405cd
Environment / Tags: User Record Management; NZ Sandbox; NZ Production
Applies consortium-wide?: No
Runs on: NZ Sandbox and NZ Production
Trigger: A LibOW web form submitted on demand; there is no automatic schedule.
Primary outcome: Reviews uploaded Alma users, identifies those in PurgePending or DEL, classifies their expiration status, and emails CSV and JSON reports.
Who receives results: shields@wrlc.org

Why this exists

After user accounts have been deactivated and moved into a purge-oriented user group, staff need a verification step before any later deletion or cleanup process. This workflow provides a read-only audit of the selected accounts.
It distinguishes users that are expired, not yet expired, missing an expiration date, assigned to another group, or unavailable through the API.

What it does

·       Presents a form for a CSV or TXT file, Alma environment, and maximum number of users.
·       Treats 0 as “check all uploaded IDs.”
·       Accepts the Step 4 results CSV or a single-column list of Alma Primary IDs.
·       Recognizes several identifier headings and removes blank or duplicate IDs.
·       Processes one user at a time.
·       Retrieves the complete user from the selected read-only Alma credential.
·       Checks whether the user group is exactly PurgePending or DEL.
·       Classifies matching users as EXPIRED, NOT_EXPIRED, or NO_EXPIRY.
·       Counts users in other groups and users that could not be retrieved.
·       Creates a CSV containing the PurgePending and DEL analysis and a JSON file containing the full summary.
·       Emails both files after all IDs have been checked.

Where it runs

Alma IZ(s)
·       NZ Sandbox
·       NZ Production

Systems touched
·       LibOW / n8n: Hosts the form, uploaded-file processing, loop, classification, and report creation.
·       Alma Users API: Retrieves complete user records without modifying them.
·       Gmail: Sends the analysis and summary.

Credentials referenced
·       NZ Sandbox - Alma APIs - Read Only
·       NZ Production - Alma APIs - Read Only
·       Gmail Credentials - Generic LibOW

Reports / queries used
No Alma Analytics report is used.

Accepted input formats:
·       CSV
·       TXT
·       Step 4 results CSV
·       Single-column identifier list

Recognized identifier headings:
·       primary_id
·       Primary ID
·       user_id
·       User ID
·       ID

How it works

Logic overview
Each unique uploaded identifier becomes one loop item. A Switch node selects the appropriate Alma environment. The returned user record is inspected for its user-group code and expiration date.
Only users whose group code is exactly PurgePending or DEL are included in the CSV analysis. Users in other groups and API failures are retained in the JSON summary and counted in the email.
Expiration comparison uses the current UTC calendar date:
·       Earlier than today: EXPIRED
·       Today or later: NOT_EXPIRED
·       Missing or unreadable date: NO_EXPIRY

If results exist

The workflow always produces an analysis package when valid IDs were queued.
The CSV includes only PurgePending and DEL users with:
·       Primary ID
·       User Group
·       Expiry Date
·       Status

The JSON summary also includes:
·       Users in other groups
·       Failed API retrievals
·       Counts for each classification

If no results exist

There is no separate no-results branch. If no uploaded IDs belong to PurgePending or DEL, the CSV contains only its header row, while the JSON and email report zero matching users and include the other-group or failure counts.

Step 6 - Find Inactive PurgePending Alma Users

At a glance

Status

Inactive

Workflow ID

fdQ4jR6mvGdGdXB7

Version

48c34d9b-6201-4058-8498-d0831d8e5ce5

Environment / Tags

User Record Management; NZ Sandbox; NZ Production

Applies consortium-wide?

No

Runs on

NZ Sandbox and NZ Production

Trigger

On-demand LibOW web form; no automatic schedule

Primary outcome

Finds Alma users whose status is INACTIVE and whose user group code is PurgePending, then emails the results.

Who receives results

shields@wrlc.org

Why this exists

This workflow provides a direct, repeatable way to identify accounts that have already been deactivated and moved into the PurgePending user group. It supports the final review stage of the user-record cleanup process by producing a clear list of accounts that may be ready for later purge or deletion work.

Member library and WRLC HQ staff benefit from a controlled audit that can be tested on a limited number of users before scanning the complete selected Alma environment. The workflow is read-only: it retrieves and reports user information but does not modify Alma records.

What it does

·       Displays a LibOW form where the operator selects NZ Sandbox or NZ Production.

·       Accepts a maximum-user test limit; entering 0 scans all available users.

·       Validates the selected environment and limit, caps positive limits at 10,000, and creates a timestamp-based run ID.

·       Routes each page request to the corresponding read-only Alma API credential.

·       Retrieves full Alma user records in pages of up to 100 users.

·       Keeps only users whose status code is exactly INACTIVE and whose user group code is exactly PurgePending.

·       Collects Primary ID, first name, last name, preferred or first email address, status, user group, expiration date, and purge date.

·       Continues requesting pages until it reaches the selected test limit or Alma’s total record count.

·       Creates CSV and JSON reports when matching users are found.

·       Emails a completion notice without attachments when no matching users are found.

Where it runs

Alma IZ(s)

·       NZ Sandbox

·       NZ Production

Systems touched

·       LibOW / n8n: Hosts the request form, validates inputs, controls paging, filters users, and creates reports.

·       Alma Users API: Retrieves full Alma user records. An API is a controlled way for one system to request data from another.

·       Gmail: Sends the result package or the no-results completion notice.

Credentials referenced

·       NZ Sandbox - Alma APIs - Read Only
·       NZ Production - Alma APIs - Read Only
·       Gmail Credentials - Generic LibOW

Reports / queries used

No Alma Analytics report is used. The workflow queries the Alma Users API directly with full expansion, a page size of up to 100, and offset-based pagination.

How it works

Logic overview

The form submission creates a new run and starts at offset zero. A Switch node chooses the sandbox or production Alma node. Each returned page is examined in code. The workflow normalizes the status and user-group values, then retains only records matching both required conditions: status INACTIVE and user group PurgePending.

Matching users are accumulated temporarily for the current run. After each page, the workflow calculates the next offset and determines whether another page is needed. When scanning is complete, the report node builds the output files, removes the temporary run data, and routes the result to the appropriate email branch.

If results exist

The workflow creates and emails both a CSV report and a JSON report. The email states the selected environment, the number of users scanned, and the number of matching users found.

If no results exist

The workflow sends a completion email stating that no matching users were found. No CSV or JSON attachment is included.

Error handling

If an Alma page request fails, the workflow removes the temporary run data and stops with an error that identifies the failed offset and the available Alma error message. No separate error workflow is referenced in the export.

Workflow Catalog

Remove Duplicate Retention Items

This workflow identifies duplicate WRLC Retention commitments that can occur after bibliographic records are merged and preserves a single Retention commitment for each title. It automatically removes the duplicate commitments (including corresponding SCF copies when applicable) and emails a summary of the results.

At a glance

Why this exists

When bibliographic records are merged, items from multiple records may become associated with the same Network Zone record. This can result in more than one item carrying a WRLC Retention commitment for the same title.

This workflow helps maintain the consortium’s retention data by preserving one Retention commitment for each Network Zone record and removing the additional commitments. When an affected item has a corresponding copy in the Shared Collections Facility, the workflow also removes the Retention commitment from that SCF copy.

What it does

Where it runs

How it works

Logic overview
Artifacts produced

When duplicate Retention commitments are found, the workflow produces an Excel spreadsheet containing item information and a Status column. Status values include:

The spreadsheet may include:

The workflow export does not define a specific filename for the spreadsheet.

Resource Hub

This page brings together materials to support learning, adoption, and ongoing use of LibOW across WRLC.