SCF App Accessions

Accessions Workflow

Update item in owning IZ (location is changed to an SCF location)

Publishing job runs in owning IZ; the job sends a file of item information to a specific SFTP folder

The Job Finish Webhook Integration Profile in the owning IZ sends out a webhook when the publishing job finishes.

The Remote Storage app recognizes the webhook from the list of approved job webhooks in the configuration file. The app then opens and processes the file from the SFTP folder.

The app first checks if the barcode exists in the SCF IZ. If it doesn’t, it looks for a matching bibliographic record, then a holdings record (in that order). If found, those records are used; if not, they are created in the same order. Details on the metadata added to the bibliographic and holdings records are provided in the Metadata necessary for accessions in SCF section below

Item is created. Details on the metadata added to the item records are provided in the Metadata necessary for accessions in SCF section below

Assumptions

Change of barcode is not allowed

Need to have configuration file of all remote storage locations per library per institution

Item needs to have the following changes
- Barcode = X + item barcode
- Provenance = item's Institution Code
- Clear PO Line

Holding default data is in configuration file (default is used if holdings/location is NOT found in configuration file)

Need to update the item from the SCF and do not modify the following fields : barcode, provenance, location, storage location id, Internal Note 1, Item Call Number

Publishing profile will need to be configured in each institution to send all item changes for any item in the remote storage (set based on locations that are remote storage + item level publishing)

SCF Publishing Profile in Alma

A publishing profile is configured in every WRLC IZ. This profile exports a MARC XML file containing new, deleted, or updated items in an Alma set; this set looks at all items in the IZ with an SCF location code.

The XML file with “new” as part of the title contains both new and update items

The job is run daily, usually at night or early in the morning

A webhook is sent by the publishing job. The job ID is listed in the config file for the app, letting the app know that this is a job that it should look out for. When the app recognizes the job id for the publishing profile, the app examines the file of items published and goes to work creating or updating the items in the SCF IZ.

The file of items are in the following SFTP server

sftp.wrlc.org

Port 22

Username : scfapp

Password : ChinacatSunflower

File for Production is Alma

File for Sandbox is AlmaRSA-PSB

The file of items published by the sandbox “Publishing Platform Job SCF data preparation profile” are in opt/local/scf/AlmaRSA-PSB/files/items/targz/

SCFTP for SCF App S/FTP Definition

Names the subdirectory where publishing job files are placed; this is the S/FTP definition that is configured for the publishing job.

Sandbox needs to be updated with correct subdirectory after every sandbox refresh

FTP Server information in config file must match the information in the sftp definition in Alma

Shared Collections Facility Integration Profile

Creates webhooks for all requests (holds, digitization, move, work order, etc.)

Publishing_job_id

Requests_job_id

Exports request info to an SFTP folder every 12 hours (at midnight and again at noon)

Both are the same in the sandbox and in production, unless the publishing profile is updated in one environment but not in the other environment.

Integration Profiles and Webhooks

There are two Webhok integration profiles important to the SCF accessions workflow. Two of the three are Webhook profiles, and one is a Remote Storage profile.

You can see list of Webhook logs in Alma (Ellipsis, View Log), and can also see the publishing job id in the Webhooks log for the publishing profile. Webhook secret in integration profile the same as that listed in the config file.

SCF Job Finish Webhook Integration Profile in the owning Institution Zone : sends out a webhook for every job that finishes running in the Institution Zone. The SCF app searches for the job id (publishing_job_id) in the conf.json file and the institution is selected according to it.
SCF Loans Webhooks Integration Profile in the SCF IZ : sends out a webhook for requests and loans originating in the SCF IZ. The SCFapp changes the status of the owning institution’s item record based on the changes made in the SCF IZ. For more information, see the Loans section and the Requests section.

Loans for published items

When an item is published to the SCF IZ, a loan is created for the item. It is loaned to a patron account with a patron type of Library pickup locations. The Primary ID of these user profiles is the IZ code, followed by a dash (no spaces), and then the code for the library. Ex. 01WRLC_GWA-SCRC

When an item is scanned in at the SCF IZ for initial processing, the publishing app sees the Remove Loan webhook sent from the SCF IZ and removes any in transit status’ on the item in the owning IZ. The loan webhooks are sent to the SCF app via the SCF Loans Webhooks Profile in the SCF IZ.

When an item on the Pick from shelf list is scanned at the SCF IZ, the item is automatically loaned to a special “Deliver To” patron (creates a loan for the item; the item in the SCF IZ is checked out to the borrower Deliver To : [Pickup IZ]. The loan webhooks are sent to the SCF app via the SCF Loans Webhooks Profile in the SCF IZ.

Metadata necessary for accessions in SCF

Bib records

Those not linked to the NZ will be given an 035 field with the prefix of the IZ code (ex. 01WRLC_AMU)) followed by the owning IZ’s MMS ID

Holdings records

If the location for the holdings record is suppressed, a new holdings record is created for each item

Item records

A provenance Code is added that corresponds to the owning IZ

An X is added to the end of the barcode

PO Line is cleared