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SCF - Update Internal Note 3

A form is used to input and update the Internal Note 13 field in both the Shared Collections Facility (SCF) IZ andonly thefor IZlocal thatinformational owns the item.purposes.

At a glance

  • Status: Active

  • Applies consortium-wide?: No

  • Runs on: SCF Production Alma environment, with conditional updates to owning Institution Zones (Inferred from credential labels and network logic; you may want to check the workflow export.)environment

  • Trigger: Manual form submission — staff enter a barcode and traynote locationtext via a web form

  • Primary outcome: Updates Internal Note 13 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, reliablefast way to recordput traynotes locationabout informationthe oncurrent physicalstatus itemsand whereabouts of an item in both the SCF Institutionprocessing Zone and the IZ of the Owning Institution.area. This workflow provides a simple form-based tool that updatesallows thebetter Almainternal item’s Internal Note 1 field without requiring staff to navigate full Alma item editing screens, while also keeping owning institutions’ records in sync when appropriate.tracking.

What it does

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

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

  • Determines whether the item belongs only to SCF or also has an owning Institution Zone (IZ).

  • Prompts the user to enter asome Traytext Location.(ex. Item on Refile Shelf)

  • Writes the tray locationinformation into the item’s Internal Note 13  field.

  • Updates:

    Updates 

    • SCF’s item record, andrecord

    • the owning IZ’s item record when the item belongs to a WRLC member institution.

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

Where it runs

  • Alma IZ(s):

    • Shared Collections Facility (SCF) Institution Zone

    • Owning WRLC member Institution Zones (conditional)

  • Systems touched:

    • Alma APIs — used to retrieve and update item records

    • Alma Network Zone logic — used to identify and route updates to the owning IZ

  • 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 1.3.”

  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. Owning IZ check

    • The workflow checks the item’s provenance value.

    • If the provenance matches a known WRLC member IZ code, the item is treated as having an owning IZ.

    • Otherwise, it is treated as an SCF-only item.

  4. Tray location entry

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

  5. Update logic

    • The tray location is written to item_data.internal_note_1internal_note_3.

      in
      • the
    • SCF

      For SCF-only items:IZ

      • The item is updated in SCF only.

      •  

    • For items with an owning IZ:

      • The item is updated in SCF.

      • The workflow retrieves the owning IZ’s item record and updates it as well.

  6. Completion

    • A success message confirms where the update occurred.

    • If the SCF update succeeds but the owning IZ update fails, a partial-success error message is shown.

If results exist

  • The item is found and updated.

  • Internal Note 13 is overwritten with the entered tray location.

  • A success message clearly states whether the update occurred:occurred

    • in SCF only, or

    • in both SCF and the owning Institution Zone.

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 13

  • No reports, files, or emails are generated.

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