Reassign Retention in batch

Reassigns WRLC Retention commitments in batches using an uploaded spreadsheet of item barcodes and institution codes. Staff receive an email with a spreadsheet showing the outcome for each item returned by the process.

At a glance

• Status: Active
• Environment / Tags: Network Zone; Live
• Applies consortium-wide?: Yes
• Runs on: Alma Institution Zones identified by the submitted institution codes, using consortial lookup and retention reassignment subworkflows. 
• Trigger: Manual submission through an Alma-authenticated form; no scheduled trigger.
• Primary outcome: Attempts to reassign WRLC Retention commitments for submitted items and reports the results.
• Who receives results: The email address entered on the submission form.

Why this exists

WRLC HQ may need to reassign retention commitments for multiple items at once. This workflow provides a batch submission process, separates WRLC Retention items from items that cannot be reassigned automatically, and returns a report so staff can identify successful reassignments and items requiring further attention.

What it does

• Accepts a required Excel (.xlsx) spreadsheet and email address through a form. The spreadsheet must use the exact column headings Barcode and Institution Code, with institution codes such as 01WRLC_AMU or 01WRLC_GWA.
• Instructs staff to submit 250 barcodes or fewer at a time. The form also identifies multivolume items, items without a Network Zone bibliographic link, and WRLC Permanent items as ineligible for this batch process.
• Reads the spreadsheet and maps Barcode to barcode and Institution Code to owner_of_item_code.
• Calls Subworkflow - Look up consortial item by barcode separately for each submitted row.
• Routes items whose returned retention reason exactly equals WRLC Retention to Subworkflow - Reassign WRLC Retention.
• Skips automatic reassignment for WRLC Permanent items and records: “Item doesn't meet criteria for batch reassignment; the item has WRLC Permanent status”.
• Routes all other returned retention-reason values to a status of: “This item is not marked for Retention”.
• Combines the returned outcomes and retains the barcode and reassign_retention_status fields for reporting.
• Creates an Excel results file and emails it to the submitting staff member.

Where it runs

• Alma IZ(s): Determined by the submitted institution codes and the called subworkflows. 
• Systems touched: LibOW ; Gmail for results delivery.
• Reports / queries used: No Alma Analytics report or query is configured in this workflow. Item lookup and reassignment are delegated to:
  • Subworkflow - Look up consortial item by barcode
  • Subworkflow - Reassign WRLC Retention
• Email credential label: Gmail Credentials - Generic LibOW.

How it works

Logic overview

The workflow reads each spreadsheet row, looks up the item, and checks its returned retention reason. Only WRLC Retention items proceed to the reassignment subworkflow. WRLC Permanent items and other returned values receive explanatory statuses without entering that reassignment step.

The results email lists these possible outcomes:

• Retention reassigned to another item, identified by barcode.
• Item is the last available retention monograph in the consortium.
• Item has WRLC Permanent status.
• Item is not marked either Retention or Permanent.
• Item is not linked to the Network Zone.
• Item is not a single-part monograph.
• An error message from Alma.

If results exist

Returned items follow the appropriate retention-status branch. The workflow combines their outcomes into an Excel spreadsheet and emails it with the subject Retention Reassignment Items.

If no results

If the lookup returns a record without a matching retention reason, it follows the fallback branch and receives the “not marked either Retention or Permanent” status.

Artifacts produced

• An Excel results file with the configured filename pattern reassign-retention-YYYY-MM-DD,containing two report columns: barcode and reassign_retention_status.
• An email sent to the address entered on the form, with the results file attached and the sender name Washington Research Library Consortium.