Release Date: August 26, 2021
This release of WorldShare Acquisitions provides 6 new features and enhancements in addition to numerous bug fixes. These features will help you manage more complex workflows, including:
Many of these enhancements are the direct result of your 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.
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If the vendors with which you do EDIFACT ordering prefer transmission of orders via FTP rather than E-mail, you will want to configure FTP sending of orders for these vendors and instruct staff to send orders via FTP (EDIFACT) from now on. |
In an effort to keep your staff informed of new features and changes, you may also want to consider these items.
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If you receive any serial titles that have a daily publication pattern, you may wish to configure this publication pattern for these titles. |
You can now send EDIFACT order messages to your vendor by transferring a file via secure FTP (SFTP or FTPS). This is often the preferred method for vendors to receive EDIFACT order messages and can increase automated processing of orders and thus time to fulfillment. Previously, you could only send EDIFACT order messages via E-mail. Some vendors supported this, but some vendors did not, and most vendors preferred secure FTP as the delivery method for EDIFACT orders. Now, you can send EDIFACT orders directly to vendors using secure FTP protocols in WMS.
To configure your vendor for sending EDIFACT order messages:
To send EDIFACT order messages via FTP:
You can now configure WMS to predict serial issues using a daily prediction pattern. This means that users no longer have to manually create issues for newspapers and other daily publications for receiving and claiming. Previously, the shortest publication frequency supported was weekly, but now, you can predict issues using a daily publication frequency as well.
To configure a serial with a daily publication pattern:
You can now renew items where the source currency does not match the target currency without as much concern that the price will not be accurate. It may not happen often, but it is possible to renew an item where the price on the order or invoice (depending on whether the order price or payment price was selected as the source price) is in a different currency than the target order. For example, an item may be renewed where the invoice for the item is in USD, but the target order for the renewal list is in CAD. In this case, the item is renewed but the renewal list shows the item as "Renewed with Problems" with the Reason 'Target currency does not match source currency." This is done to notify the user that the price being applied is in a different currency than the target order. However, now, while we still do provide this warning for these items, we now adjust the price of these items based on the current exchange rate between the source currency and the target currency. So in other words, if the source price were in USD, and the target order had a currency of CAD, an exchange rate of 1.26 might be applied. The system determines the current exchange rate by first looking in the Exchange Rates table configured by the institution, and then if the specific currency exchange is not available there, it retrieves the current exchange rate from a service used by Acquisitions for this data. This allows the price to be closer to the desired value, based on the currency of the target order; however, it still can be adjusted if it is not as close as desired.
To use this feature, simply renew a renewal list where the source currency of some of the items is different than their target currency. The system will automatically apply the exchange rate to these items as part of the renewal process.
You can now use the enhanced searching features previously available only in Metadata in Discover Items in Acquisitions. This includes 3 specific enhancements:
These enhancements were available previously in Metadata but are now also available in Discover Items in Acquisitions.
To search for items using condensed search results:
To view local holding records for my library from the search results:
To view local holding record(s) for a library in WorldCat Holdings view:
You can now search for orders on the Platform using the Last Update Date. Previously, you could only query orders by the order status (open or submitted). This meant that libraries wanting to search for their most recent orders had to look through all their submitted orders to find the specific orders they needed. This was time-intensive for the user and resource-intensive for our servers as well. Now, however, you can search for your most recent orders by the Last Update Date. A minimum date is supported as well as a maximum date, so you can perform range searches on the Last Update Date, or you can simply perform a search with a Last Update Date greater than or less than a specific date. The Last Update Date is updated in the following cases:
You can now view additional information from the title of items on invoices. Previously, the title would truncate after two rows with an ellipsis. Now, the title truncates after 4 rows with an ellipsis. You can also still view the full title by hovering your mouse over the title of the item.
You can now delete a fund that is used on a completed or completed with problems renewal list. Previously, you could not delete a fund on a completed renewal list, even if the list did not result in any open encumbrances or expenditures. Now, you can delete the fund, even if the fund is used on a completed or completed with problems renewal list. The system still does not allow deletion of funds that are used on a new, stopped, or in-progress renewal list.
Searches in Acquisitions are no longer case sensitive. With our last release, in our efforts to switch to a more performant database technology, we inadvertently made some of our searches case-sensitive. Now, all of these searches have been returned to being case insensitive. This includes the autocomplete search used when adding invoice items to an invoice. This now will return both "Taxes" and "TAXES" if the user enters "taxes." Other searches that are no longer case sensitive include:
You can now copy the budgeted amounts for your funds when copying the fund structure of a budget. Previously, the first time you try to use the "copy budgeted amounts" option when copying a budget structure, it would fail to copy the funds or the budgeted amounts. You would have to try again, in which it would work on the second try. Now, the copy budgeted amounts functionality works on the first try.
Sometimes, when you place an order, the Notify vendor checkbox will be checked even if you have not set any notification settings for ordering for this vendor. To uncheck the notify vendor checkbox, you will need to go to the vendor page under Acquisitions Settings and create a specific notification setting for action Ordering that specifies the delivery method of "Do not send." Alternatively, you can simply unselect the Notify vendor checkbox each time you place an order. This problem should be fixed in the next release.
Support information for this product and related products can be found at: