UDC Barcode Update Form

At a glance

· Status: Active
· Environment / Tags: Community Use Case
· Applies consortium-wide?: No
· Runs on: UDC Institution Zone (01WRLC_DOC)
· Trigger: Staff submit a LibOW form called Update Barcode
· Primary outcome: Helps staff update an item barcode only when the item is committed to retain; otherwise, it sends the item to Cataloging for review.
· Who receives results: The staff member using the form receives an on-screen success, routing, or error message.

Why this exists

This workflow gives staff a quick form-based way to update an item barcode in Alma while protecting retained materials from accidental mishandling. It checks the item’s retention status before allowing a barcode update, and it routes items that are not marked for retention to Cataloging instead of updating them directly.

What it does

· A staff member opens the Update Barcode form and enters or scans the item’s current barcode.
· The workflow runs against the UDC Alma IZ.
· It retrieves the Alma item record using the submitted barcode.
· If Alma cannot find or retrieve the item, the staff member receives an error message and can restart the form.
· The workflow checks whether the item is marked Committed to Retain.
· If the item is committed to retain, the form displays item details and asks the staff member to enter the new barcode.
· The workflow updates the Alma item record with the new barcode.
· After the update, it scans the item in at the configured UDC circulation desk.
· If the update fails, the staff member receives an error message and can restart the form.
· If the item is not committed to retain, the workflow adds a work order and tells the staff member to send the item to Cataloging.

Where it runs

· Alma IZ(s): 01WRLC_DOC
· Systems touched:
· n8n forms
· Alma APIs
· Alma Network configuration
· Reports / queries used: None
· Credentials referenced:
· NZ Production - Alma APIs - Read & Write
· NZ Sandbox - Alma APIs - Read & Write

How it works

Logic overview

· Start: The workflow begins when a staff member submits the Update Barcode form with the item’s current barcode.
· Institution context: The Alma Network node is configured for 01WRLC_DOC, rather than all network members.
· Retrieve item: The workflow uses the submitted barcode to retrieve the Alma item record.
· If item retrieval fails: The workflow displays an error message with Alma’s returned error text.
· If item is committed to retain: The workflow displays item details, including title, author, publication date, location, temporary location, retention status, retention reason, and retention note. The staff member then enters a new barcode.
· Update item: The workflow copies the existing item record, replaces the barcode value with the new barcode, and sends the updated item record back to Alma.
· If barcode update succeeds: The workflow scans the item in at library DCVN and circulation desk DEFAULT_CIRC_DESK, then displays a success message confirming the new barcode.
· If barcode update fails: The workflow displays an error message with Alma’s returned error text.
· If item is not committed to retain: The workflow adds a work order for library DCVN, department TECH, work order type AcqWorkOrder, status Physical Processing, and tells the staff member to send the item to Cataloging.

Artifacts produced

None. The workflow does not create files, reports, spreadsheets, or email notifications. It produces on-screen form completion messages only.