Release Date: February 11, 2017
This release of WorldShare Management Services provides ten new features and enhancements, in addition to numerous bug fixes. Many of the enhancements are the direct result of user feedback.
For this release, we recommend that you review the following checklists and complete the relevant tasks so that you can adjust your policies and workflows and train your staff. These checklists identify updates that we have determined as significant for most institutions. We encourage you to review all of the items in the release notes to determine whether there are other items that might require additional action or follow up by your institution.
These items require immediate action or decisions.
Adjust all internal documentation related to the new left-hand menu for Acquisitions.
Create staff policies and procedures for the use of saved searches. When a user saves a search, that search can be viewed by all staff members. This may influence how staff assign work to other staff as well as the institutional naming conventions used for saved searches
In an effort to keep your staff informed of new features and changes, you may also want to consider these items.
Create a few sample saved searches for use by staff, as you see appropriate. For example, you may create a saved search of "Invoices that need to be paid" or "Rush items that need to be claimed."
Consider implementing a serial issue claiming workflow. Many pressing bugs have been fixed on the Missing Issues page, which may make implementing a claiming workflow possible now.
Left-Hand Menu Changes
Library staff will now see a new and improved left-hand menu within Acquisitions. While the functionality within the menu has not changed significantly, the layout of the menu navigation is quite different. This new menu should provide improved usability, however, for both existing users as well as those learning the system for the first time. Additionally, it makes possible the “Saved Searches” functionality, which has also been introduced with this release.
The previous menu was based on the various actions the user could take and were displayed as follows:
The new menu is more simplified and moves us and is focused on the information the user wants to take the action upon:
As you can see, the first two menu items (“Discover Items” and “Discover Collections”) have not changed. In addition, the fifth item (“Receive & Invoice”) remains the same as well. However, all the others have changed in either minor or major ways.
The biggest changes are to the third and fourth menu items (“Order & Renew” and “Claim & Cancel”) All of the order-related functionality from both of these sections have been moved to a new section called “Orders.” You will notice in this section a sub-menu with the following options:
Many of these options should be familiar to you, including:
- One-time Items
- Subscription Items
- Missing Order items (previously appeared under "Claim & Cancel")
However, the “Order Searches” and “Order Item Searches” are new functionality related to saved searches (and will be discussed below.) Additionally, he “Order Items” page is also new and links to a search of all order items, including both one-time and subscription items.
Note! This new Order Items search also replaces the search box that previously appeared under “Search order items” within “Order & Renew.” This search was based on old technology and did not perform well.
Another change was the move of the “Missing Serials Issues” screen from the “Claim & Cancel” section into its own menu section called “Serial Issues.”
This page itself has also been reworked from the ground-up, as discussed under “New and Improved Missing Issues List” below.
It should also be noted that the Processed Items section has been removed from the top-level navigation and moved under “Receive and Invoice.” You will notice this functionality is now called “Print Labels” and appears underneath the Invoice Number dropdown.
The remaining sections were only changed slightly. The word “Manage” was removed from the Invoices, Budgets, and Vendors sections.
Library staff may now save searches related to orders, order items, invoices, and serial issues. Saved searches can be created for your own use or for use by other staff. For example, if you need to leave on vacation, you may instruct your replacement to use certain saved searches to do your work. Or, you may create saved searches for staff that you supervise, so that they can more easily do their work.
Some example searches you could create include:
|NAME OF SAVED SEARCH||TYPE OF SEARCH||POSSIBLE SEARCH CRITERIA|
|ITEMS TO CLAIM 1ST TIME||Order Items||
|ITEMS TO CLAIM 2ND TIME||Order Items||
|ISSUES TO CLAIM 1ST TIME||Serial Issues||
|ISSUES TO CLAIM 2ND TIME||Serial Issues||
|ITEMS TO RENEW||Order Items||
|ITEMS PAID BUT NOT RECEIVED||Order Items||
|ITEMS RECEIVED BUT NOT PAID||Order Items||
|ORDERS TO BE PLACED||Orders||
|INVOICES TO BE PAID||Invoices||
You can also create Saved Searches to serve as starting points for known-item searches. By pre-filtering your search, you greatly increase the speed of the search and the time it takes to return results. If you are doing frequent known-item searches of a specific pre-filtered set (e.g. not received items, subscriptions, etc.), it is highly-recommended to use a saved search or one of the other pre-filtered searches in the left-hand menu (e.g. One-Time Items, Subscription Items, Missing Order Items) as your starting point.
Before saving a search, you must first conduct a search using the search box and filters at the top of the search screen. Hit enter on your keyboard or press the Search button to perform the search.
You can even open your search in a new tab-strip by using the new Search menu button. This allows you to keep a history of previous searches.
To save a search permanently, simply click on the “Save Search” button on the top-right of the search filter bar.
This will open a dialog that allows you to name your saved search.
When done, you can later locate your saved search using one of the left-hand menu option ending in “Searches.”
You can even sort and filter your saved searches by:
- User Who Created
- User Who Last Updated
- Date Last Accessed
- Date Created
- Date Last Updated
Or you can find a saved search by name using the search box.
Note! Saved searches even include the same number of rows that you had selected when you saved your search.
To update a saved search, simply open the search, change your search criteria, and then click “Save Search” again. This will save the changes you made to the existing search.
You can also make changes to a saved search and save those changes as a new search. Simply select “Save As” from the Save Search menu:
Lastly, you can rename and delete saved searches from this same menu (see above). Or you can delete multiple saved searches by selecting them from the Saved Searches list and pressing Delete at the top of the page.
Link Encumbered Amount to Order Items
Library staff can now link from the encumbered amount on the budget to the unpaid or partially paid order items assigned to that fund. In this way, you can check that the right items are encumbered on a fund or if you are closing a budget, check to see which items are causing encumberances before moving them to the next budget year.
Simply go to the budget page and click on the link in the Enc. column:
This link will open the order item search with the following filters set:
- Fund Code of linked Fund
- Budget Period of linked Budget
- Purchase Status: All options selected but Paid
This filters the order items to all items for that fund and budget that have NOT been fully paid.
Link Vendor Name to Vendor
Library staff may now link from the Vendor Name in a set of search results to the Vendor record itself. This allows you to view more information about the Vendor or even make changes to the Vendor record as part of another workflow.
This link appears on the following search results pages:
- Orders > Orders
- Orders > Order Items
- Orders > One-Time Items
- Orders > Subscription Items
- Orders > Missing Order Items
- Invoices > Invoices
New and Improved Missing Issues List
Library staff may now sort and filter missing serial issues without problems. Previously, sorting functionality would not work properly or the page would experience time-outs. With the greatly increased reliability and performance of this page, you can better utilize claiming functionality for missing issues.
Enhanced Searching for Orders and Invoices
The search of orders and invoices now have improved searching and filtering options. Not only do all four searches now provide a consistent and unified searching experience, but they offer the possibility of combining search criteria together to create lists of orders and invoices for later review and use. This would be useful for anyone editing orders or invoices on a daily basis or who must find a specific order or invoice.
Note! To make the changes clear, we have captured images of the old searches as well as the new searches.
The old invoice search had a single search box on the top-right and the delete button in its own action column:
The new invoice search has a search box on the top-left with filters below and a delete button at the top of the page:
Additionally, there is a new invoice button at the top of the page. You can also filter invoices by Vendor, which was only possible as a text-input-based search before.
Likewise, the old order search screen had a search box and only two search filters:
The new order search has a search box with multiple filters including:
- Order Type
- Order Status
In both cases, these new search options can be combined in various ways that was not possible before and these searches can be saved as described under Saved Searches above.
Filter Order Items by Date Created and Price
Library staff can now filter order items by Date Created and Price. This matches what was possible using the old “Search order items” search that was previously available in the left-hand menu. To use these filters, simply select these filters from the Filters menu in the top-right of the order item search:
Received Date in Item Record
When the user receives an item in Acquisitions, the local holding record created will now have the date received in the 876 $d field. This data was previously being stored only in Acquisitions.
Search by Invoice Number
Library staff can now search order items by invoice number. Simply select Invoice Number from the search dropdown and enter the invoice number that you wish to search, and the system will return all order items associated with that invoice.
Improved Holds and Requestor Message Display
Library staff will now see an improved message when an item has holds, a requestor, or receiving notes. These previously were displayed with different formatting and now they are displayed as follows:
Issues Page Not Loading in Circulation
The Issues screen under Discover Items was only displaying for Circulation users if they first opened Acquisitions. Now, it displays even if you use Discover Items from Circulation only.
Order Item Notes Load Properly
Order item notes now load properly even when first accessing the order item. Previously, the notes would not load.
Correct Default Action for Serials and eProducts
The default action for serials and eproducts on the Outstanding Items screen is now “Receive and Invoice” rather than “blank.” This was changed in error before.
Option to Not Show Canceled Items When Receiving
The Order Status filter for “Not Cancelled” has been returned to the Outstanding Items page. This allow you to filter Outstanding Items to only ordered items that have NOT been cancelled. This feature previously existed and was left out in error.
Staff Notes No Longer Transmitted to Vendor
Notes marked for Staff no longer appear in the vendor notification for orders.
Content Type and Branch Filter Outstanding Items Properly
The content type and branch filters on the Outstanding Items page now work properly. They formerly were not returning the correct results.
Postal Code Appears in Correct Location Based on Language
The language of the order message now determines the placement of the postal code on the page. It appears after the city (and/or state) for English language messages (per US and British rules) and between the street address and the city for non-English languages, such as German or Dutch.
Account Number Shows in Cancellation and Request Quote Messages
The Customer/Account Number shows in the vendor notifications for cancellations and quote requests. This was previously being omitted.
Post release sessions
To help you become familiar with the new features, enhancements and improvements included in this release, there are two update sessions scheduled. Please note the session time zones when registering. The sessions will be recorded and archived for future viewing on the OCLC Community Center. Please register, even if you are unable to attend, to receive a link to the recorded session.
WMS Release Update Session
Date: Thursday, February 16, 2017, 12:00 pm, Eastern Daylight Time (New York, GMT-05:00)
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