Delete set from “Identify non-CZ e-book wo inventory, not used by Network”

Identifies and deletes a set of records created by a prior Alma job (Identify non-CZ e-book wo inventory, not used by Network) in the Network Zone .

At a glance

• Status: Active

• Environment / Tags: None listed (not in workflow export)

• Applies consortium-wide?: Yes

• Runs on: Alma Network Zone (NZ) 

• Trigger: Scheduled — runs monthly on the 3rd day at 8:30 PM

• Primary outcome: Automatically deletes Network Zone bibliographic records for non-CZ e-books with no inventory that have been identified as unused by the Network.

• Who receives results: Email notification sent to saavedra@wrlc.org

Why this exists

Over time, the Alma Network Zone can accumulate bibliographic records for electronic resources that are not centrally managed (non-CZ), have no inventory, and are no longer used by any member institution. This workflow automates the cleanup of those records by safely reusing the output of an existing identification job, reducing manual intervention and helping keep the Network Zone clean and accurate.

What it does

• Runs automatically once per month.

• Looks for recent successful runs of a specific Alma job that identifies unused non-CZ e-book records.

• Locates the itemized set created by that job.

• Submits an Alma job to delete the bibliographic records in that set.

• Disables deletion of related or inventory-linked records to limit scope.

• Sends an email notification confirming that the deletion job has run.

Where it runs

• Alma IZ(s):

  • Alma Network Zone

• Systems touched:

  • Alma APIs — used to retrieve job instances, retrieve sets, and submit deletion jobs

  • Email (Gmail) — used to notify staff that the deletion job has been submitted

• Reports / queries used:

  • None (the workflow relies on Alma job output and sets, not Analytics)

How it works

Logic overview

Execution flow (plain language):

1. Scheduled trigger

   • The workflow starts on the 3rd day of each month at 8:30 PM.

2. Determine date range

   • Calculates a date window covering roughly the previous several days through today.

   • Formats dates for use in Alma API calls.

3. Retrieve job instances

   • Retrieves successful instances of the Alma job that identifies unused Network Zone e-book records.

   • Limits results to jobs completed within the date range.

4. Filter for the correct job

   • Keeps only job instances whose name contains:
     “Identify records that are not used in the Network – NZ Book – Electronic records without inventory, non-CZ”

5. Retrieve job details

   • Retrieves full details for the selected job instance.

   • Extracts the identifier of the set created by that job.

6. Retrieve the set

   • Finds the itemized bibliographic set produced by the identification job.

7. Submit delete job

   • Runs the Alma Delete Bibliographic Records job on that set.

   • Configuration ensures:

     • Records with inventory are not handled.

     • Related records are not handled.

   • Job name includes the set name for traceability.

8. Notify staff

   • Sends an email confirming that the delete job has been submitted and naming the set used.

If results exist

• The identified set is retrieved successfully.

• The delete bibliographic records job is submitted against that set.

• A confirmation email is sent to the configured recipient.

If no results

• If no qualifying job instance or set is found:

  • The workflow completes without submitting a delete job.

  • No email is sent.

• No records are deleted unless a valid set is retrieved.

Artifacts produced

• Alma job submission

  • Job: Delete Bibliographic Records – via API

  • Target: itemized set of unused non-CZ e-book records

• Email notification

  • Confirms the job has run and names the set used