WRLC Retention

Processes a user-uploaded CSV of barcodes to bulk add or remove WRLC retention commitments across institutions, then emails a summary of results. 

 At a glance 

 

 

 Status: Active 

 

 

 Applies consortium-wide?: Yes — processes barcodes across multiple Alma Institution Zones via subworkflows 

 

 

 Runs on: Alma Institution Zones (via Network routing in subworkflows) 

 

 

 Trigger: Manual form submission with CSV upload 

 

 

 Primary outcome: Bulk adds or removes WRLC retention flags on item records. 

 

 

 Who receives results: The email address provided in the form submission. 

 

 

 

 Why this exists 

 WRLC retention commitments must be applied or removed at scale when retention decisions change. Performing this manually in Alma would require record-by-record updates across multiple institutions. 

 This workflow enables controlled bulk processing by: 

 

 

 Accepting a structured CSV upload 

 

 

 Confirming the number of records before execution 

 

 

 Calling standardized subworkflows for each barcode 

 

 

 Emailing a clear results summary 

 

 

 It centralizes retention management while preserving audit visibility. 

 

 What it does 

 

 

 Presents a web form allowing staff to: 

 

 

 Choose Add WRLC Retention or Remove WRLC Retention 

 

 

 Upload a CSV file (maximum 4,000 barcodes) 

 

 

 Provide an email address for results 

 

 

 

 

 Counts rows in the uploaded file. 

 

 

 Displays a confirmation screen showing: 

 

 

 Number of barcodes detected 

 

 

 Whether retention will be added or removed 

 

 

 

 

 After confirmation: 

 

 

 Processes each row individually. 

 

 

 Calls the appropriate subworkflow: 

 

 

 Subworkflow – Add WRLC Retention 

 

 

 Subworkflow – Remove WRLC Retention 

 

 

 

 

 

 

 Aggregates results (successes and errors). 

 

 

 Sends a formatted summary email. 

 

 

 

 Where it runs 

 

 

 Alma IZ(s): 

 

 

 Dynamically determined per row using the “Institution Code” column in the CSV. 

 

 

 

 

 Systems touched: 

 

 

 Alma APIs (via subworkflows) 

 

 

 Email (sent from reports@wrlc.org ) 

 

 

 

 

 Reports / queries used: None 

 

 

 

 How it works 

 Logic overview 

 1. Form Submission 

 The workflow begins with a form requiring: 

 

 

 Dropdown selection: 

 

 

 Add WRLC Retention 

 

 

 Remove WRLC Retention 

 

 

 

 

 CSV upload (must contain ≤ 4,000 rows) 

 

 

 Email address 

 

 

 Required CSV format: 

 

 

 

 

 

 Barcode 

 Institution Code 

 

 

 

 

 

 ⚠️ The workflow does not validate header names ; it assumes: 

 

 

 First row is header. 

 

 

 First column = Barcode. 

 

 

 Second column = Institution Code. 

 

 

 

 2. Row Counting & Review Step 

 Before processing: 

 

 

 The uploaded file is decoded from base64. 

 

 

 Blank lines are removed. 

 

 

 Header row is subtracted from count. 

 

 

 A confirmation screen displays: 

 

 

 Number of barcodes detected. 

 

 

 Whether retention will be added or removed. 

 

 

 

 

 This confirmation step prevents accidental bulk updates. 

 

 3. Branch Based on User Selection 

 An If node evaluates the dropdown choice: 

 

 

 If Add WRLC Retention → calls: 

 

 

 Subworkflow – Add WRLC Retention 

 

 

 

 

 Otherwise → calls: 

 

 

 Subworkflow – Remove WRLC Retention 

 

 

 

 

 Each CSV row triggers one subworkflow execution ( mode: each ). 

 ⚠️ Errors are set to continueRegularOutput , meaning: 

 

 

 Processing continues even if some rows fail. 

 

 

 Failures are captured and summarized later. 

 

 

 

 4. Subworkflow Processing 

 Each row: 

 

 

 Routes to the correct Institution Zone. 

 

 

 Retrieves the item by barcode. 

 

 

 Adds or removes WRLC retention fields. 

 

 

 Returns success or error information. 

 

 

 (Full logic documented in the respective subworkflow entries, Add WRLC Retention and Remove WRLC Retention ) 

 

 5. Aggregate Results 

 After all rows are processed: 

 The Summarize results node: 

 

 

 Counts total processed rows. 

 

 

 Counts successful updates. 

 

 

 Collects error details. 

 

 

 Attempts multiple barcode fallbacks: 

 

 

 _inputBarcode 

 

 

 item_data.barcode 

 

 

 Barcode 

 

 

 

 

 Errors are retained even if barcode is missing. 

 

 6. Email Results 

 Sends an HTML-formatted email containing: 

 

 

 Total processed 

 

 

 Successful updates 

 

 

 Error count 

 

 

 Detailed error list (if any) 

 

 

 From address: reports@wrlc.org Recipient: Email provided in form 

 

 If results exist 

 

 

 Each barcode is processed independently. 

 

 

 Successful updates are counted. 

 

 

 Errors are listed individually. 

 

 

 User receives detailed summary email. 

 

 

 If no results 

 

 

 If file contains zero data rows: 

 

 

 Processing completes immediately. 

 

 

 Email reflects zero processed. 

 

 

 

 

 If all rows fail: 

 

 

 Email lists all errors. 

 

 

 

 

 Workflow does not halt due to individual row failures. 

 

 

 

 Artifacts produced 

 

 

 Updated Alma item records (via subworkflows). 

 

 

 Summary email to submitting user. 

 

 

 No files, sets, or spreadsheets are created.