Add an order action in the Purchase Request to “Approve and order from the CZ
Add an order action in the Purchase Request to “Approve and order from the CZ.” Alma would add an alert to the citation and redirect the user to the Community Zone, to the desired portfolio. The operator will only need to click on the "Approve and order from the CZ". Currently the only Action is “Approve and Order” which creates a local portfolio not linked to an E-Collection. It’s cumbersome and time consuming to re-link the POL and portfolio to the correct Community Zone record.
Elizabeth Holmes commented
This is absolutely needed if the purchase request module is to be useful. We increasingly order eBooks and want the POL linked to the CZ record. It's almost impossible to do this if you click on Approve for a purchase request for an eBook as this creates a brief bib and a local portfolio. Our workaround is to Reject the Purchase Request with the reason "Order from the CZ". We do not automatically send emails to Requesters so we can do this. Then we search the CZ for a portfolio that we want to order and go from there. Ideally we want to be able to get stats on how many Purchase Requests we Approve and Reject -- we can't really so this now -- without a complicated analytics report.
Katherine O'Brien commented
I think the fact that the Product team asked for clarification on this Idea shows that standard purchasing workflow needs of libraries really isn't understood by Ex Libris.
We decided not to use purchase requests because it creates a local portfolio when the request is approved. We use the EBC integration profile, which only checks for existing CZ portfolios, not local ones, and so we end up with duplicate portfolios in our collection. The CZ portfolios are preferable but it is too much work to de-dupe and the integration profile is more valuable to us than the purchase request feature.
The big appeal of e-titles in Alma is the CZ. It makes no sense to have a local portfolio created without the ability to link to a CZ portfolio with minimal hassle.
Ex Libris also seems to struggle with the idea of libraries purchasing more user licenses for an existing electronic title, which fits with the confusion around this Idea also. If it's in the same collection, you don't want a new portfolio just because you purchased an extra user license.
As Vanessa said - the desire is to link the request to a portfolio from the CZ. We want to minimise the number of local portfolios in our Alma, so that we have minimal management required for portfolios. Being able to link the request to CZ portfolios would in theory also address the local/CZ portfolio duplication issues.
This would be really really useful for us.
The original portfolio is a standalone portfolio automatically created when a request is approved. That’s a problem for us as we would like to (re)link the request to a portfolio from the CZ.
Maybe this idea should be coupled with https://ideas.exlibrisgroup.com/forums/308173-alma/suggestions/44300160-improve-the-e-book-purchase-request-workflow and/or https://ideas.exlibrisgroup.com/forums/308173-alma/suggestions/42048481-add-an-order-action-in-the-purchase-request-to-ap#comments
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Message from Alma product management team:
Dear community, thanks for surfacing this need.
With your permission I would like to better understand the existing flow:
- A portfolio exists in the system under Bibliographic record "A"
- A new purchase request is created
- The desire is to have the purchase request create a new Bibliographic record ("B") and have the existing portfolio move from Bibliographic record "A" to Bibliographic record "B"?
- Should the portfolio be duplicated and kept also under Bibliographic record "A"?
Can you clarify how the original portfolio was created? why is it under Bibliographic record "A"? Why wasn't is created under Bibliographic record "B"
This will help us better understand the need and prioritize this highly voted idea.
Noam Fass | Alma product management team
great and useful feature.
Katherine O'Brien commented
This is the only thing holding us back from implementing purchase requests (which would be very beneficial when we roll out Leganto across our institution). We are currently trying to work out a cumbersome workaround to fix the duplicate issue that occurs when our Proquest Ebook Central integration profile ignores local portfolios and brings in CZ portfolios of new ebook orders.
Thank you for this idea. To be able to re-link to a portfolio would make purchase requests a much more practical solution. Please consider adding this functionality.
Lisa Hatt commented
I am out of votes, but this sounds like a useful idea.
Anne Woje commented
Yes, this would be very useful!