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

This workflow runsRuns biweekly to identify the set created by the Alma NZ job “Identify records that are not used in the Network - 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: Network Zone; 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 AM

  • Primary outcome: Identifies a set of NZ non-CZ e-book bibliographic records with no NZ inventory and emails details for review and potential deletion.

  • Who receives results: WRLC NZ Manager

Why this exists

The Network Zone can accumulate electronic bibliographic records that:

  • Are not linked to the Community Zone (non-CZ)

  • Represent e-book titles

  • Have no Network Zone inventory

  • Are not used by member institutions

These records may be candidates for cleanup.

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

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

  • 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 action.

What it does

  • Runs automatically once per month.

  • Looks back 13 days.

  • Retrieves instances of a specific Alma identification job.

  • Checks for both successful and failed job outcomes.

  • Filters for the correct job name.

  • Locates the itemized bibliographic set created by that job.

  • Retrieves full set details (ID, name, record count, created date).

  • Sends an email including:

    • Set Name

    • Record Count

    • Set ID

    • Creation date

    • Direct link to the Delete NZ Bib Set approval form.

  • Takes no deletion action unless manually 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

Credentials referenced:

  • NZ Production – Alma APIs – Read & Write

  • Gmail Credentials – Generic LibOW

How it works

Logic overview

1. Scheduled Trigger

  • Runs on the 3rd day of each month at 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:

S31366564050004101

Date range:

    • 13 days ago → today

It checks both:

    • COMPLETED_SUCCESS

    • COMPLETED_FAILED

This ensures the workflow captures job runs regardless of outcome.

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

3. Filter for Correct Job

A Filter node ensures only jobs whose name contains:

 

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

    • Assumes:

      • Set type = ITEMIZED

      • Content type = BIB_MMS

It then retrieves:

    • Set ID

    • Set name

    • number_of_members

    • Creation date

⚠️ This 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:

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 identified.

  • Email is sent with set details and deletion approval link.

  • No records are deleted automatically.

If no results

  • If no job instances exist in the date range:

    • No email is sent.

  • If the job runs but no set is created:

    • No deletion notification is triggered.

  • If job ID or naming conventions change:

    • Workflow may fail to identify the correct set.

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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