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“Identify CZ records wo inventory, not used by Network” job

Runs biweekly to identify the set created by the Alma NZ job “Identify records that are not used in the Network - NZ titles linked to CZ, no NZ inventory”, then emails the NZ Manager a review-and-approval link for potential deletion.

At a glance

  • Status: Active

  • Environment / Tags: Network Zone; Live

  • Applies consortium-wide?: Yes — operates on Alma Network Zone bibliographic records

  • Runs on: Alma Network Zone (NZ)

  • Trigger: Scheduled — runs every two weeks on Monday at 8:30 AM

  • Primary outcome: Identifies a set of NZ bibliographic records linked to the Community Zone (CZ) with no NZ inventory and emails details for review and potential deletion.

  • Who receives results: WRLC NZ Manager

Why this exists

Over time, the Network Zone can accumulate bibliographic records that:

  • Are linked to the Community Zone (CZ),

  • Have no Network Zone inventory, and

  • Are not used by member institutions.

These records may be candidates for cleanup. This workflow does not delete records directly. Instead, it:

  • Detects the set created by a separate Alma identification job,

  • Retrieves its details,

  • Sends an email with the set ID and record count,

  • Provides a link to the controlled deletion workflow.

This separates identification from deletion, creating a manual approval checkpoint.

What it does

  • Runs every two weeks.

  • Looks back over the previous 13 days.

  • Retrieves instances of a specific Alma job that identifies unused NZ titles linked to CZ.

  • Checks for both:

    • COMPLETED_SUCCESS

    • COMPLETED_FAILED

  • Filters for the correct job name.

  • Locates the itemized set created by that job.

  • Retrieves full set details (including record count).

  • Sends an email with:

    • Set name

    • Set ID

    • Record count

    • Creation date

    • Direct link to the Delete NZ Bib Set approval form

  • Takes no further action unless manual deletion is approved.

Where it runs

  • Alma IZ(s):

    • Alma Network Zone

  • Systems touched:

    • Alma APIs (job instances and set retrieval)

    • Gmail (notification email)

  • Reports / queries used: None

Credential referenced:

  • NZ Production – Alma APIs – Read & Write

  • Gmail Credentials – Generic LibOW

How it works

Logic overview

1. Scheduled Trigger

  • Runs every two weeks:

    • Monday

    • 8:30 AM

  • Calculates:

    • Date 13 days ago

    • Today’s date

  • These define the job instance search window.

2. Retrieve Identification Job Instances

The workflow retrieves instances of Alma job:

S31366584960004101

Date range:

    • 13 days ago → today

It explicitly checks both statuses:

    • COMPLETED_SUCCESS

    • COMPLETED_FAILED

This ensures no run is missed due to job outcome.

⚠️ If the job ID changes, this workflow will stop functioning.

3. Filter for Correct Job

A Filter node ensures only jobs whose name contains:

“Identify records that are not used in the Network - NZ titles linked to CZ, no NZ inventory”

If Alma job naming changes, this filter may fail.

4. Retrieve Set Created by Job

The workflow:

    • Retrieves job instance details.

    • Searches for sets where:

      • name ~ job counter value

    • Assumes:

      • Set type = ITEMIZED

      • Content type = BIB_MMS

It then retrieves full set information, including:

    • Set ID

    • Set name

    • number_of_members

    • Created date

⚠️ Assumes set naming convention includes job counter value.

5. Send Notification Email

An email is sent to the WRLC Consortial NZ Manager

Email includes:

The email clearly states:

If no action is taken, no deletion will occur.

Deletion requires manual approval via the separate workflow.

If results exist

  • A qualifying set is found.

  • Email is sent with deletion approval link.

  • No records are deleted automatically.

If no results

  • If no job instances exist in date range:

    • No email is sent.

  • If job runs but produces no set:

    • No deletion notification occurs.

  • If job ID or naming changes:

    • Workflow may fail silently to identify sets.

Artifacts produced

  • Email notification to NZ Manager.

  • No sets created by this workflow.

  • No deletion job submitted.

  • No files generated.

Relationship to other workflows

This workflow depends on:

  • An Alma scheduled job that creates the identification set.

  • This workflow sends notification and approval link.

  • The Delete NZ Bib Set workflow, which performs the actual deletion after manual approval.

This workflow only performs identification and notification.

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