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“Identify non-CZ e-book wo inventory, not used by Network” Job

IdentifiesThis andworkflow deletesruns abiweekly to identify the set of records created by a priorthe Alma NZ job (“Identify non-CZrecords e-bookthat wo inventory,are not used by Network) in the Network Zone- .NZ Book - Electronic records without inventory, non-CZ”, then emails the NZ Manager a review-and-approval link for potential deletion.

At a glance

  • Status: Active

  • Environment / Tags: NoneNetwork listedZone; (not in workflow export)Live

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

  • Runs on: Alma Network Zone (NZ) 

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

  • Primary outcome: AutomaticallyIdentifies deletesa Networkset Zoneof NZ non-CZ e-book bibliographic records for non-CZ e-books with no NZ inventory thatand haveemails beendetails identifiedfor asreview unusedand bypotential the Network.deletion.

  • Who receives results: WRLC EmailNZ notification sent to Managersaavedra@wrlc.org

Why this exists

Over time, the AlmaThe Network Zone can accumulate electronic bibliographic records forthat:

electronic
    resources
  • that are

    Are not centrallylinked managedto the Community Zone (non-CZ),

    have

  • Represent e-book titles

  • Have no Network Zone inventory,

    and
    • are
  • no

    Are longernot used by any member institution.institutions

These records may be candidates for cleanup.

This workflow automatesdoes not delete records automatically. Instead, it:

  • Detects the cleanupset of those recordscreated by safelya reusingscheduled the output of an existingAlma identification job,

    reducing

  • Retrieves set details,

  • Notifies the NZ Manager,

  • Provides a link to a separate, approval-based deletion workflow.

This separation ensures deletion remains a deliberate, manual interventionaction.

and helping keep the Network Zone clean and accurate.

What it does

  • Runs automatically once per month.

  • Looks forback recent13 successfuldays.

    runs

  • Retrieves instances of a specific Alma identification job.

  • Checks for both successful and failed job thatoutcomes.

    identifies
    • unused
  • non-CZ

    Filters e-bookfor records.the correct job name.

  • Locates the itemized bibliographic set created by that job.

  • SubmitsRetrieves anfull Almaset jobdetails to(ID, deletename, therecord bibliographiccount, recordscreated in that set.

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

  • Sends an email notificationincluding:

    confirming

  • Takes no deletion action unless manually approved.

Where it runs

  • Alma IZ(s):

    • Alma Network Zone

  • Systems touched:

    • Alma APIs — used to retrieve (job instances, retrieve sets,instances and submitset deletion jobsretrieval)

    • EmailGmail (Gmail)notification — used to notify staff that the deletion job has been submittedemail)

  • Reports / queries used: None

Credentials referenced:

  • NoneNZ (theProduction workflow relies on– Alma jobAPIs output– andRead sets,& notWrite

    Analytics)

  • Gmail Credentials – Generic LibOW

How it works

Logic overview

Execution1. flow (plain language):

  1. Scheduled triggerTrigger

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

    • Calculates:

      • Date 13 days ago

      • Today’s date

    • DetermineThese datedefine rangethe job instance search window.

    2. Retrieve Identification Job Instances

    The workflow retrieves instances of Alma job:

    S31366564050004101

    Date range:

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

      • Formats13 datesdays forago use→ in Alma API calls.today

    RetrieveIt jobchecks instancesboth:

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

      • Limits results to jobs completed within the date range.COMPLETED_FAILED

    FilterThis forensures the workflow captures job runs regardless of outcome.

    ⚠️ If the job ID changes, the workflow will no longer retrieve the correct jobinstances.

      3.

    • Filter for Correct Job

      KeepsA Filter node ensures only job instancesjobs whose name contains:

       

      “Identify records that are not used in the Network –- NZ Book –- Electronic records without inventory, non-CZ”CZ ”

       

      This prevents accidental processing of unrelated jobs.

      ⚠️ If the Alma job name wording changes, the filter may fail.

      4. Retrieve the Set Created by the Job

      The workflow:

        • Retrieves job instance details.

        • Searches for sets where:

          • name ~ job counter value

        • Retrieve job detailsAssumes:

          • RetrievesSet fulltype details= for the selected job instance.ITEMIZED

          • ExtractsContent thetype identifier= of the set created by that job.BIB_MMS

      RetrieveIt thethen setretrieves:

        • FindsSet theID

          itemized
          • bibliographic
        • set

          Set producedname

          by
          • the
        • identification

          number_of_members

          job.

        • Creation date

      Submit⚠️ deleteThis assumes the Alma job’s set naming convention includes the job counter value.

      5. Send Notification Email

      An email is sent to the WRLC Consortial NZ Manager

      The message includes:

        • RunsSet the Alma Delete Bibliographic Records job on that set.Name

        • ConfigurationRecord ensures:

        JobThe nameemail includesclearly states:

         

        If no action is taken, no deletion will occur.

         

        Deletion requires manual approval via the setseparate name for traceability.workflow.

    • Notify staff

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

If results exist

  • TheA identifiedqualifying set is retrieved successfully.identified.

  • The delete bibliographic records jobEmail is submittedsent againstwith thatset set.details and deletion approval link.

  • ANo confirmationrecords emailare isdeleted sent to the configured recipient.automatically.

If no results

  • If no qualifying job instanceinstances orexist setin isthe found:date range:

    • The workflow completes without submitting a delete job.

    • No email is sent.

  • NoIf recordsthe arejob deletedruns unlessbut a validno set is retrieved.

Artifacts produced

  • Alma job submissioncreated:

    • Job:No Deletedeletion Bibliographicnotification Recordsis – via API

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

  • EmailIf notificationjob ID or naming conventions change:

    • ConfirmsWorkflow may fail to identify the jobcorrect has run and names the set usedset.

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 is part of a cleanup chain:

  1. Alma scheduled job creates the identification set.

  2. This workflow sends notification and approval link.

  3. Delete NZ Bib Set workflow performs deletion after manual approval.

This ensures identification and deletion are separated by human review.

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