Implement Needed for in the Three-Part Item State

Current situation or problem:

Libraries need a way to indicate that an item is needed for staff workflows. Many libraries are used to doing this with features like check in / check out notes, or with fake patrons, but those are difficult to manage and tend to have a high rate of error because they must be maintained manually.

In scope

• Allow FOLIO users to create a list of "Needed for" values for their library.
• Allow a FOLIO user with appropriate permission to assign one or more "Needed for" values to an item record.
• Allow a FOLIO user with appropriate permissions to include a note with assigned Needed for values on an item record.
• Allow a FOLIO user with appropriate permissions to remove a Needed for value from an item
• Allow applying a "Needed for" value to trigger a recall if an item is out on loan

• Display of those values across different apps
• logic at Check In
  • Alert user when there is at least one of these values on an item
  • if there is at least one of these values on an item, change item status to In process when checked in (as opposed to Available)
  • if there is at least one of these values on an item and a patron request, require user to choose whether to fulfill patron request or not at check in

Out of scope

• Behavior in Check-in app (separate feature needed)
  • Alert to Needed for values when Checked in;
  • Change to appropriate item status at Check in (if different from Available)
  • Handle scenario with 1 or more patron request and 1 or more Needed for on same item
• Behavior in Requests app/with requesting (separate feature needed)
• Behavior in Orders app
• Behavior in Requesting app

Use case(s)

• A library wants to send an item for binding at an outsourced binding company;
• A library wants to indicate that an item needs to be sent to their preservation staff for physical repair;
• A library wants to indicate that an item needs to be digitized to support availability of the item in an online collection;
• A library wants to indicate that an item needs to be digitized to support controlled digital lending;
• A library wants to indicate that an item needs to be pulled for original cataloging;
• A library wants to indicate that an item needs to be pulled to be sent to an outsourced cataloging firm;
• A library wants to indicate that an item needs to be prepared to be placed on exhibition;
• A library wants to indicate that an item needs to be put on course reserve;
• A library wants to indicate that an item needs to be pulled for a temporary themed collection;
• A library wants to indicate that an item needs to be pulled for review and possible weeding;
• A library wants to indicate that an item needs to be pulled for a mediated request process (e.g., special collections, locked stacks, etc.)
• A library wants to indicate that an item is being planned for move to another location ("Move to Annex")

Proposed solution/stories

• General development approach
  • Settings page
  • Inventory
    • Item UI updates
    • Search filters
    • Instance display (holdings accordion)
  • Request whitelist behavior - hold, page, recall
  • Check in behavior - allow, allow/warn, prohibit
  • Check out behavior - allow, allow/warn, prohibit
  • Inventory search
  • Data import behavior
  • Data export behavior
  • Bulk edit behavior
  • Circ log updates - new events to capture, new filters, update existing filters
  • Canned reports
    • in transit items (inventory)
    • overdue loans, claim returned, cash drawer reconciliation, financial detail, refunds to process manually (users), hold shelf clearance (requests)

TBD: Receiving app

Links to additional info
Examples and some additional details:
https://docs.google.com/presentation/d/11BE_G1o-yBNg1ki8HyaDTdmkrP03_cR7KGjiXQviwuQ/edit#slide=id.g8b76928899_0_70
https://wiki.folio.org/display/AppInt/Item+status+%28item+state%29+subgroup

Questions