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WorldShare Acquisitions release notes, May 2018

Release Date: May 10, 2018

Introduction

This release of WorldShare Acquisitions provides three new features and enhancements in addition to numerous bug fixes. These features will help you manage more complex workflows, including:

  • Managing data fields custom to your library and/or not support by the system
  • Managing patron purchase requests, including approval and ordering
  • Viewing the resource history for an item

Many of these enhancements are the direct result of your feedback.

Recommended actions

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.

Administrative actions

These items require immediate action or decisions.

Action

None at this time.

Follow-up actions

In an effort to keep your staff informed of new features and changes, you may also want to consider these items.

Action

Consider configuring custom fields to order items or invoice items. If you do, you will also want to change your internal procedures to make sure staff complete these fields, as they are not required.

Consider changing patron request workflows to enter patron requests as purchase requests. You may also consider adding workflows for approval and ordering of these requests.
In July, we will release integration with Tipasa for purchase requests. You would want to consider at that time changing your ILL workflows to push requests to Acquisitions.

New features and enhancements

Custom fields

Introduction to custom fields

You can now configure custom fields for both order items and invoice items. This allows you to enter additional information about order items and invoice items that are not part of the standard data model of Acquisitions. This may include fields or workflows that are specific to your library, such as:

  • Custom material types (e.g. book, ebook, journal, etc.)
  • Academic department (e.g. Geography, History, Literature, etc.)
  • Workflow statuses (e.g. E-Resource configured for access, Access confirmed, etc.)
  • Custom notes or special instructions fields
  • Custom date fields (e.g. Date price check performed)
  • etc.

Previously, you were restricted to use of those fields provided by WorldShare Acquisitions; however, you can now configure your own custom fields. Additionally, you can search by these fields and, later this year, you will also be able to generate reports with these fields using Report Designer. 

Configuring custom fields

To configure custom fields, you must:

  1. Navigate to Custom Fields > Field Settings.

    01- left-menu.png

  2. You will be presented with two sections: Order Item Fields and Invoice Item Fields. This will list all custom fields previously configured.

    01b - accordions.png

  3. To add a new field, click New Field at the top of this page.

    02 - new field.png

  4. In the dialog that displays, enter the Field Name, Entity, and Field Type.

    03 - field dialog.png

  5. Field Type has four options:
    • Text: Single text input of up to 190 characters.
    • Number: Single number field with up to four decimal places.

      05 - number decimals.png

    • Date: Single date field.
    • List: Dropdown menu of pre-defined options. Can configure this field allow multiple selections (max: 4) or only a single selection.

      06 - multiple selections.png

  6. For example, to create a List Field for Order Items called Academic Department that only allows a single selection, it would look like this:

    07 - example dialog 2.png

  7. Click Save to save your new field.
  8. You will then be taken to the Field Details page, where you can enter additional details about the field. 

    08 - field options.png

  9. For all Field Types, you can choose:
    • Whether the field should be active or not. By default, the field is active. If not active, you will not be able to entered values for the field in the user interface. 
    • A Description for this field. This will show up in the user interface as a tooltip next to a question mark icon.
    • Translated Field Names: To add a translated field name, click Add Name under Translated Field Name. In the Translate Field Name dialog, enter the Language and Translated Field Name for the Field.

      08 - translated field name 2.png

  10. For List Fields, you can choose your sorting preference for the options of the field: Alphabetical or Manual. If manual, the options will be sorted in the user interface as they are on the configuration screen.
  11. Additionally, for List Fields, you must enter the predefined options that are valid for this field.
  12. To do this, click Add Option.

    10 - list options.png

  13. In the dialog that displays, enter an option along with whether it should be active, along with its translation (if applicable). The translation field will only appear if you have translated the Field Name itself on the previous page.

    11 - list option dialog.png

     Note: An inactive option will not display for selection in the user interface.

  14. You can edit and even delete Translated Field Names and Options using the edit and delete icons on the page.  

    12 - edit translations and options.png

  15. When deleting an Option, you will be given the choice to either remove all previous selections of this option or move previous selections to a new option. In either case, this action cannot be undone.

    13 - delete options.png

  16. The following screenshot provides an example of a completed field:

    14 - full screen.png

  17. After creating the fields you need, you can determine the order in which these fields display in the user interface using the arrow icons on the left of the field list.

    15 - sort fields.png

  18. Additionally, you can view information about each field you have configured, including its Analytics Field ID. The Analytics Field ID is an automatically-assigned number that will determine how this field will be referenced in Analytics. For example, a field with Analytics Field ID 1 might be called Order Item Custom Field 1 in Report Designer.

    16 - field list.png

Using custom fields

To use custom fields, you can:

  1. Enter or select a value for an order item custom field from one of three locations:
    • The Custom Fields column on the Order Details page. (Click Orders > Orders in the left navigation and then order name in main panel.)

      17 - order details.png

    • The Custom Fields column on the Order Item search page. (Click Orders > Order Items in the left navigation.) 18 - order item search.png
    • The Custom Fields tab on the Order Item Details Page. (Click Orders > Order Items in the left navigation and then click the Title of an order item in main panel. Select the Custom Fields tab on the Order Item Details screen.) 

      19 - order item details.png

  2. Enter or select a value for an invoice item custom field from one of two locations:
    • The Custom Fields column on the Invoice Details page. (Click Invoices > Invoices in the left navigation and then invoice name in main panel.)

      20 - invoice details.png

    • The Custom Fields column on the Invoice Item search page. (Click Invoices > Bibliographic Invoice Items or Invoice > Non-Bibliographic Invoice Items in the left navigation.)

      21 - invoice item search.png

  3. For Text fields, you can simply enter any text up to 190 characters into the field.

    22 - text field.png

  4. For Number fields, you can enter any number up to 999,999,999. The number of decimal places is determined by the configuration of the field when it was created.

    23 - number fields.png

  5. For Date fields, you can enter a date in the format specific to your language (e.g. MM/DD/YYYY for American English) or you can use the calendar widget.

    24 - date fields.png

  6. For List fields, you can use the dropdown menu to select one or more options. 

    25 - multi-list.png

  7. If you want to deselect one option of a multi-select list, you can click the "x" next to the selection.

    26 - remove list optoin.png

Searching custom fields

Searching custom fields works in the same way that searching other standard fields does.

  1. To search a Text field, select the field from the search drop-down list at the top-right of the search page.

    27 - search text field.png

  2. To search a Number field, select the field name from the Filters menu. This will allow you to then search by a range of numbers. To search for a specific number, enter the same number into both the From and To fields. 28 - number range search.png
  3. To search a Date field, select the field name from the Filters menu and then select one of three options:
    • More than ___ days ago
    • Within the next ___ days
    • Custom date range search
      29 - date range search.png
  4. To search a List field, you select the field name from the Filters menu and then select the options by which you want to search. Only results containing matches to all options selected will appear.

    30 - list search.png

Final notes on custom fields

Two final notes on custom fields and their use within Acquisitions:

  1. Custom fields can be used within order item templates. Simply create an order item with values entered for the custom field(s) you choose and click Create Template to create a template with these values.
  2. When renewing an item with custom field values, these values will carry over to the new item created upon renewal. This way, subscription renewals all should contain the same custom fields, unless later changed.

Purchase requests

Introduction to purchase requests

You can now manage, approve, and order purchase requests for items that are being considered for acquisition by staff and/or have been suggested by patrons. This will allow you to track the entire process for acquired items from recommendation by patrons or staff through approval and finally to purchase, payment, and receipt. Previously, you could add any item to an order for acquisitions, but now you can track items as "purchase requests" prior to adding them to an order. 

In this phase of acquisitions, you can set up workflows to approve or reject these items based on library-chosen criteria, ordering them when appropriate. You can also assign a Reviewer to the items as well as configure the system to place a hold for the patron upon receipt. In the future, Tipasa will be able to create purchase requests sent directly from patrons through Tipasa using WorldCat Discovery. In this workflow, patron requests will come into Tipasa first and then become purchase requests in Acquisitions through automated or manual means. This feature will debut in July of this year.

Managing purchase requests

To manage purchase requests, you can:

  1. Create purchase requests from either WorldCat or the WorldCat knowledge base. To do this, simply click the "Add to . . ." button from the right-hand column of the Discover Items or Discover Collections search interface and select "Purchase Request".

    01a - add to.png

  2. In the dialog that displays, enter the following information for the Purchase Request. (Required fields are marked with an asterisk.)
    • ISBN/ISSN
    • Acquisitions Type * (Default selection is made based on the record chosen.)
    • Processing Type * (Default selection is made based on the record chosen.)
    • Requestor
    • Date Needed
    • Place Patron Hold
    • Reviewer
    • Notes
  3. Here is a screenshot of this page:

    01 - purchase request dialog.png

  4. Once a purchase request is created, you can search for it using one of the buttons under Purchase Requests in the left navigation.  These include:
    • Request Items (All Purchase Requests, including ones rejected for purchase)
    • Pending Requests (Requests that have the Review Status of Pending and have not been reviewed by anyone yet.)
    • Approved Requests (Requests that have been Approved but have not yet been placed on an Order.)
       Note: To find approved requests placed on an order, simply search your Order Items under Order > Order Items.

      02 - left-menu.png

  5. As with other searches, you can save your Purchase Request searches for later use. These are available under Request Searches under Purchase Requests in the left navigation.

    03 - save search.png

  6. You can also search for purchase requests using the Search menu at top of each search screen as well as any of the Filters available in the top-right.

    04 - search purchase requests.png

  7. Searchable text fields include all of the fields available for searching order items as well as Tipasa ID, which will be searchable this July when the integration with Tipasa is complete.
  8. Filters for purchase requests also include all of those present for order items as well as the Filters specific to Purchase Request data such as:
    • Requestor
    • Date Requested
    • Date Needed
    • Place Patron Hold (Yes, No)
    • Reviewer
    • Review Status
    • Request Source (Tipasa is currently listed as an option, but will not be available until this July.)
  9. The Order Status filter is also available with a new option called "Not on Order" that can be used to identify Purchase Requests not yet on an order.

    05 - not on order 2.png

  10. To edit a specific Purchase Request, click on the Title of the Purchase Request in the search results. This will bring you to the Purchase Request details screen.
  11. The General tab contains all the fields available upon creation of the Purchase Request, except Notes.

    06 - General tab.png

  12. The Notes tab allows you to add additional notes to the Purchase Request. These will carry over to the Order Item if the Purchase Request is ordered.

Approving and ordering purchase requests

To move Purchase Requests through their workflow, you have a number of options:

  1. You can assign a Reviewer to a request upon creation or upon later editing, as described above.
  2. You can reject Purchase Requests you do not plan to acquire by either:
    • Selecting the item from the Pending Requests and clicking Reject.

      07 - reject.png

    • Opening the Request Details screen and selecting Reject from the top of the screen.
  3. You can also approve Purchase Requests by selecting the items from the Pending Requests screen or opening the Request Details screen. In either place, you have two options for approval:
    • Approve (This approves the item but leaves it to be ordered later.)
    • Approve and Order. (This approves the item and immediately leads you to the screen that allows you to add the request as an item to an order.

      08 - approve.png

  4. Lastly, you can order Purchase Requests previously approved for ordering by going to Approved Requests and either selecting the item and clicking Order, or going to the Purchase Request details screen and selecting Order.
    • When doing this, you will first be presented with a screen confirming your selection.
      09 - order 1.png
    • Then you will be given a screen where you can select the order to which you want to add your Purchase Request.
      09 - order 3.png

Changes to order item

The new Purchase Request functionality also entailed some changes to the Order Item search and Order Item details page. These include:

  • You can now search order items by all of the fields available for the Purchase Request. These are available as either searches in the top-left or Filters in the top-right of the Order Items search screen.
  • The General tab on the Order Item Details screen has been re-arranged to match the Purchase Request screen. This includes moving the Branch and Shelving Location to the new Location tab. (See below.)

    10 - order item details.png

  • There are now two new tabs on the Order Item details screen: Order and Location.
  • The Order tab includes information about the Order to which the Order Item belongs, including Vendor Order Item Number.

    11 - order item details - order tab 2.png

  • The Location tab includes information about the Quantity, Branch, and Shelving Location of the Order. This used to be on the General tab.

    12 - order item details - location.png

Using request information for order items

You may also use and edit request information for order items that did not begin as purchase requests. To do this:

  1. Add an item to an order in the normal way.
  2. Edit the request information from the General tab on the order item details screen. This information will be searchable and usable just as if the order item began as a purchase request. This information includes:
    • Requestor
    • Date Requested
    • Date Needed
    • Place Patron Hold
    • Reviewer
  3. In this way, you can use this new request information and hold functionality without first creating a purchase request.

View resource history

You can now view the resource history of a Purchase Request or Order Item. This allows you to know when the resource of a Purchase Request or Order Item has been changed, who made the change, and what the previous resource title and ID were. This can be useful when trying to determine why a particular resource was ordered or if a patron requested a different item originally. Previously, you could only see the current resource selected for an item, not any previous resources selected for the item. Now, you can see not only the current resource but the complete resource history for an item.

To view the resource history, you need to:

  1. Go to the Purchase Request or Order Item Details screen. This can be done by clicking on the Title of the item from the Purchase Request or Order Item search. 
  2. Go to the top of the General tab where the current resource title is listed. Next to the current resource title will be a link called Resource history. 

    01 - resource history.png

  3. Click on this link to see the Resource History. 02 - resource history screen.png

Bug fixes

Special characters appearing correctly for serials notes

You can now see special characters appearing as they should in serials title notes. Previously, these were represented by their HTML encoding symbols in the interface.

Title column appearing for serial issue saved searches

You can now view the title column in the saved searches for serial issues. Previously, after saving a serial issue search, the title column would be missing upon viewing the saved search.

Encumbered order items link opening in own tab

You can now view the encumbered order items for a fund in their own tab. Previously, when you clicked on the Enc. amount in the Budget page, it would show the encumbered order items but not in its own tab. Now, it does.

Order and invoice details URLs work when pasted into browser

You can now copy and paste the URL for order details and invoice details pages into the browser and have them retrieve the page. Previously, when you clicked on copied and pasted these links, it would show a blank page.

Important links

Post release session

To help you become familiar with the new features, enhancements and improvements included in this release, there is an update session scheduled.  Please note the session time zones when registering.  The session 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. 

WorldShare Management Services release update session

WorldShare Management Services release update session

Host: Mary Alice Robinson

Date: Thursday, June 7, 2018 12:00 pm, Eastern Daylight Time (New York, GMT-04:00)

Session number: 710 993 307

To Join: https://oclc.webex.com/oclc-en/k2/j.php?MTID=t57f89d230e4e37b121f6ad27fa4e705b

Support website(s)

Support information for this product and related products can be found at: