SCF - Update Internal Note 3

A form is used to input and update the Internal Note 3 field in the Shared Collections Facility (SCF) IZ only for local informational purposes.

At a glance

• Status: Active

• Applies consortium-wide?: No

• Runs on: SCF Production Alma environment

• Trigger: Manual form submission — staff enter a barcode and note text via a web form

• Primary outcome: Updates Internal Note 3 on an item record with a tray location, in SCF and (when applicable) the owning institution’s Alma IZ.

• Who receives results: The submitting staff member (on-screen success or error message)

Why this exists

Shared Collections Facility (SCF) staff need a fast way to put notes about the current status and whereabouts of an item in the SCF processing area. This workflow provides a simple form-based tool that allows better internal tracking.

What it does

• Presents a simple form asking staff to enter an item barcode.

• Looks up the item in the SCF IZ using that barcode.
  

• Prompts the user to enter some text (ex. Item on Refile Shelf)

• Writes the information into the item’s Internal Note 3 field.

• Updates SCF’s item record

• Displays a clear success or error message explaining what was updated.

Where it runs

• Alma IZ(s):

  • Shared Collections Facility (SCF) Institution Zone
    

• Systems touched:

  • Alma APIs — used to retrieve and update item records

• Reports / queries used: None (no Alma Analytics usage)

How it works

Logic overview

Execution flow (plain language):

1. Form submission

   • Staff submit a barcode via a web form titled “Update Internal Note 3.”

2. Retrieve item using barcode

   • Alma API retrieves the item record from SCF.

   • If the barcode is invalid or not found, the workflow stops and shows an error.

   •  

3. Tray location entry

   • Staff are prompted to enter note text, with the item title shown for confirmation.

4. Update logic

   • The tray location is written to item_data.internal_note_3in the SCF IZ

     • The item is updated in SCF only.

      

5. Completion

   • A success message confirms where the update occurred.

If results exist

• The item is found and updated.

• Internal Note 3 is overwritten with the entered tray location.

• A success message clearly states whether the update occurred

If no results

• If the barcode lookup fails:

  • The workflow stops immediately.

  • The user sees a descriptive error message returned from Alma.

• No updates are made.

Artifacts produced

• Updated Alma item records

  • Field affected: Internal Note 3

• No reports, files, or emails are generated.