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.