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