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

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: saavedra@wrlc.org

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:

Message clearly states:

 

If no action is taken, no deletion will occur.

 

This creates a manual approval gate.

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.

  • 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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