WorldShare Acquisitions Release Notes, December 2025

Assign branch-specific roles

 Note: User roles can not only belong to the main institution but also belong to a specific branch. These roles grant permissions to perform actions at this branch. Most branch-specific roles provide create/update/delete permissions only at the branch in question, while providing read-only roles for all branches.

1. Click on Admin in WorldShare.
2. Search for a user in the left-hand menu.
3. Open the user record.
4. Go down to the roles section and click "edit."
5. If the user has roles for multiple branches, you will see multiple tabs on this page, one for each branch where the user has a role.

   

6. To edit the roles for a branch, click on the tab for that branch and select or deselect roles as needed.

   

7. To add a new set of roles for a new branch, click "Add Institution Access". 

   

8. Select the checkbox next to the branch for which you want to add role(s) and click "add" at the bottom of the dialog. 

   

9. The new branch will be added as a tab to the list of tabs, and you can select one or more role(s) for that branch for that user.
10. Each role grants access to certain aspects of the system. Typically, a branch-specific role grants create, update, and delete permissions to data for just a single branch, while providing read-only access to all branches' data.

Manage budgets for your branch

 Note: If a user has a branch-specific role, then the user will only be able to view funds assigned to their branch. This is different than with orders and invoices, where read-only access is granted to branch-specific user roles for all branches, but only create, update, and delete permissions are granted to a specific branch.

1. Log in to WorldShare.
2. Select the branch you want to use during this session. (It will be automatically selected for you based on your previous session, if you do not change it.)
3. This branch (selected when logging in) will determine many things for your use of acquisitions, including pre-filtering all content (funds orders, invoices, jobs, etc.) by this branch.  Essentially, you are only doing work for this branch when logging in for this branch.
4. Click Budgets.
5. Open the desired budget.
6. The content will be pre-filtered to the branch selected during login. Only funds for this branch will show.
7. You can change the branches in your filter if you have permissions for those other branches. Unlike orders and invoices, read-only access is only granted to the branch where you have the role. Other branches are not available in the filter.
8. The branches assigned to each fund are displayed in the new Branches column of the fund table.  A fund can be assigned to more than one branch. 

   

9. You can create a new top-level fund by clicking on the plus icon in the top column header of the table. 

   

10. When creating a top-level fund, you can assign one or more branches to the fund. You can assign multiple branches to the fund. 

    

11. Click Save to create the new fund.
12. You can also create child funds under this top-level fund by clicking on the "Add fund" button in the action menu at the end of the row for the fund. However, all child funds will belong to the same branches as the top-level fund. You cannot have child funds that belong to a different set of branches than the top-level fund.
13. Later, when assigning funds to order and invoice items, only funds for the branch of the order or invoice will be shown and allowed to be selected.

Set up Acquisitions Departments for individual branches

 Note: There is a new data element called Acquisitions Department. These departments belong to a specific branch and are meant to indicate the organizational unit within that branch that actually performs the work in acquisitions, e.g. Monographs Department, Serials Department, etc. These can be configured in Settings.

1. Go to Settings in Acquisitions.
2. Go to Administration > Acquisitions Departments.
3. To select the branch whose departments you want to see, select a branch from the branch dropdown. (The login branch will be selected by default.) 

   

4. To add a new department, click "Add Acquisitions Department." 

   

5. Enter a department name, unique ID, and optional description. Also, mark the department as active or inactive. 

   

6. Click Add to save the new department.
7. To deactivate a department, click on the department name and then select Inactive for the Status.  

   

8. Departments cannot be deleted, only deactivated.
9. These departments will show up for selection on orders and invoices in Acquisitions.

Use branch-based acquisitions for ordering, claiming, cancelling, renewal, and other order item search-related actions

1. Log in to WorldShare.
2. Select the branch you want to use during this session. (It will be automatically selected for you based on your previous session, if you do not change it.)
3. This branch (selected when logging in) will determine many things for your use of acquisitions, including pre-filtering all content (funds, orders, invoices, jobs, etc.) by this branch.  Essentially, you are only doing work for this branch when logging in for this branch.
4. Go to Discover Items, Discover Collections, or Local Resources in the left-hand menu.
5. Search for a resource to order.
6. Once found, click the "Add to order" button next to the resource in question.
7. The Add to Order dialog will appear.
8. Complete the information about the item at the top of the screen as normal. (No changes here.)
9. Select an order item template (if applicable).  

    Note: Order item templates belong to a specific branch. You must select the branch for the template you want to use. The branch you are logged into is selected by default. 

   

10. The list of Existing Orders at the bottom of the screen is also pre-filtered by the branch you are logged into. You can search for and select an order for this branch to which to add items.
11. If you have permissions for a different branch, you can change to a different branch and add items to orders for that branch, but this requires modifying your Acquisitions Branch filter. (All content is pre-filtered to your login branch by default.)
12. You can also create a new order by clicking the New Order button.
13. This brings you to the new order dialog.
14. On this screen, there is a new field called Acquisitions Branch. The value of this field defaults to the branch you are logged into, but if you have permissions to create orders for a different branch, you can select a different Acquisitions Branch. 

    

15. You can also supply an Acquisitions Department for this branch. Each branch can have one or more departments. Departments are specific to a branch.
16. Creating a new order displays that order under Existing Orders. (This is unchanged from previous behavior.)
17. Click "add" next to the order (per normal) to add the item to the branch-specific order. 

    

18. To go to the order, click the order number in the table.
19. The Acquisitions Branch and Acquisitions Department now display at the top of the order page; however, the Acquisitions Branch cannot be changed. You must create a new order with a new Acquisitions Branch. The Acquisitions Department can be edited, however. 

    

20. When you edit an item on a branch-specific order, the funds will be filtered by the branch to which the fund belongs. An order item at a specific Acquisitions Branch can only be assigned a fund that also belongs to that branch.  The fund autocomplete now only shows funds belonging to that branch.
21. If you go to the order search screen (Orders > Orders in left-hand menu), you will see that all orders are pre-filtered to the login branch. 

    

22. Similarly, the order item search will be pre-filtered to the branch you are logged into.  
23. On the order item search, you can perform all the actions to order items that you can normally, such as Claim, Cancel, Receive, and Invoice.  However, they will require the user to have permissions to perform this action at the branch of the order. If you do not have these permissions at this specific branch, the system will allow you to select the item and try to perform the action (click "claim" for example) but you will receive an error on the first page of the dialog.
24. Additionally, when you attempt to invoice order items using the action at the top of the order item search, it will not allow you to add the order item for one branch to an invoice for another branch. This will be prevented, and an error will be displayed.  All order items for a specific branch must be added to invoices for the same branch. 

    

25. When sending subscription order items to a renewal list, you must add them to a renewal list that belongs to the same branch as the subscription items. You will be allowed to assign the branch of the selected items to the renewal list you are creating. 

    

26. If adding subscription items to an existing renewal list, the renewal lists offered for selection will be filtered to the renewal list of the subscription items you have selected.  

    

27. If you attempt to add subscription items from multiple branches to a renewal list, you will receive an error and not be able to add them to a renewal list.  You will have to select items from only a single branch. 

    

Use branch-based acquisitions for receiving and invoicing

1. Log in to WorldShare.
2. Select the branch you want to use during this session. (It will be automatically selected for you based on your previous session, if you do not change it.)
3. This branch (selected when logging in) will determine many things for your use of acquisitions, including pre-filtering all content (funds, orders, invoices, jobs, etc.) by this branch.  Essentially, you are only doing work for this branch when logging in for this branch.
4. Go to Receive and Invoice in the left-hand menu.
5. Select your settings for receiving and invoicing, e.g.:
   1. Processing Type = Monograph
   2. Action = Receive and Invoice
6. Create an invoice by clicking New Invoice.
7. You will be able to select the Acquisitions Branch of the new invoice.  It will default to the branch you are logged into, but you can select a different branch if you have the permission to create invoices for a different branch.  

   

8. You will also be able to select the Acquisitions Department of the branch, if you wish. This is an optional field.
9. Save the new invoice as normal.
10. Click "View Items" in the left-hand menu.
11. The search screen will display.
12. A new Acquisitions Branch filter will display at the top of the Receive and Invoice search screen. The login branch will be pre-selected. It will filter the copies on the screen to those from orders for this Acquisitions Branch. (As normal, all content is pre-filtered by the login branch, but can be changed if needed.) 

    

13. Search for the item you want to receive and invoice. Enter the barcode and call number for the item, and click <Enter> as normal. 

    

14. If you have permissions to receive and invoice items at this branch, it will receive and invoice the item, adding it to the invoice for this branch. Again, you can only add order items for a specific branch to an invoice for that same branch.
15. To go to the invoice, click on the invoice number in the lower-right of the receive and invoice screen.
16. On the invoice page, the Acquisitions Branch will be displayed, but like with the order, it will not be editable. To change the Acquisitions Branch, you must create a new invoice.  The Acquisitions Department, however, will be editable. 

    

17. You can change the fund of the items on the invoice, but the fund must be assigned to the same branch as the Acquisitions Branch of the invoice. Funds will be pre-filtered by this branch, and you cannot select a fund for a different branch.  
18. You can pay an invoice or mark it as ready as normal, as long as you have these permissions at your specific branch.

Import data and set up automated jobs for branch-specific processes

 Note: Some import types are branch-specific, and some are not. For import types that are branch-specific, you will need to select the Acquisitions Branch before performing the import or as part of setting up the job. For import types that are not branch-specific, you do not have to select a branch, but the permission of your user will be checked to ensure you have permission to import data for this branch.

1. Log in to WorldShare.
2. Select the branch you want to use during this session. (It will be automatically selected for you based on your previous session, if you do not change it.)
3. This branch (selected when logging in) will determine many things for your use of acquisitions, including pre-filtering all content (funds orders, invoices, jobs, etc.) by this branch.  Essentially, you are only doing work for this branch when logging in for this branch.
4. Open a vendor record.
5. Scroll down to Partner Exchange Services and open the accordion.
6. Click on Upload File.
7. For the import types below, you will be able to select an Acquisitions Branch and, in some cases, an Acquisitions Department for the upload:
   1. Import order data (MARC)
   2. Import invoice data (EDIFACT)
   3. Import invoice and shelf-ready data (MARC)
8. When importing data of these types, the data created will be for the Acquisitions Branch selected. No other data will be allowed.
9. The other import types do not require you to select an Acquisitions Branch, and you can upload files with data for multiple branches, but only if your user account has the appropriate permissions at that branch.
10. To set up an automated job, go to Automated Jobs > Jobs and click New Job.
11. In the new job dialog, you will be able to select the Acquisitions Branch of the job if the import type is one of the import types in #7 above. 

    

12. The Acquisitions Branch will default to the branch you are logged into.
13. Once the job is created, you will be able to see the Acquisitions Branch of the job on the edit screen, but you will not be able to edit it. To change the Acquisitions Branch, you must create a new job. The Acquisitions Department, however, will be editable for those job types where it is applicable. 
14. Jobs for a specific branch will only import data for that branch. Jobs not assigned to a branch may import data for multiple branches, but only if the user who created the job has the appropriate permissions at these branches.

Manage vendors and vendor data using branch-based acquisitions

1. Log in to WorldShare.
2. Select the branch you want to use during this session. (It will be automatically selected for you based on your previous session, if you do not change it.)
3. This branch (selected when logging in) will determine many things for your use of acquisitions, including pre-filtering all content (funds, orders, invoices, jobs, etc.) by this branch.  Essentially, you are only doing work for this branch when logging in for this branch.
4. Go to Vendors in the left-hand menu and search for a vendor.
5. Open the vendor record.
6. At the top-right of the screen will be a My Branch dropdown. The login branch will be pre-selected. This dropdown filters all branch-specific data on the vendor record to the selected branch. 

   

7. You can also select the Main Institution or "All Branches" from this dropdown if you wish, but it will default to the login branch whenever you first come to this page.
8. When going to the Links and Logins section, all links will be pre-filtered by the My Branch selection.  However, you can create links for any branch. Vendor management does not have branch-specific roles or permissions at this time, so a user with the ability to edit vendors can create or edit data for any branch.
9. Similarly, contacts can be assigned to a branch, but in the case of contacts, a single contact can be assigned to one or more branches or even the main institution.  

   

10. Logs in Partner Exchange Services will be pre-filtered to the branch in the My Branch selection.
11. Customer Account Numbers can also belong to a specific branch. 

    

12. There is a new section on the vendor page called Branch Notification Settings. This allows you to configure notification settings specifically for a branch by clicking "Add Branch Notification Settings".

    

13. This allows you to configure default and specific notification settings as well as EDIFACT notification settings for a specific branch. These settings will apply to orders, claims, etc. that are for this specific branch. 

    

14. As you can see above, many vendor data elements now belong to a branch or, in the case of contacts, one or more branches. The My Branch filter at the top of the page determines which branch's data you are seeing, and it defaults to the branch you are logged into, but it can be changed.