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New Unified PO Line Task List

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User Interface Improvements Overview

Ex Libris is undertaking a usability improvement initiative to facilitate an enhanced user experience across Alma navigation in general and specifically in the PO line management area. This initiative is a result of cooperation with Alma working groups and a response to the wider community feedback.  

For more information, see Usability Improvements.

For a recorded session regarding the new functionality, watch New Unified PO Line Task List - Future Workflows and User Experience Improvements.

Enabling the New Unified PO Line Task List User Interface

The new Unified PO Line Task List User Interface is gradually being rolled out to production. See here for more information regarding the detailed roll-out plan of the new Unified PO Line Task List User Interface. Once your institution activates the option for users to enable/disable the new layout, a new New layout configuration menu link is displayed under the user menu clipboard_ede1b6cd641d7a1108d6d97fd3244d966.png. Accessing this link and changing the switch from not active to active enables the new unified PO line list:

Enabling new PO line layoutEnabling new PO line layout

If users want to revert back to the "original" PO line presentation, they should access the New layout configuration link under the user menu and toggle the switch back from active to inactive.

New Unified PO Line Task List User Interface - General

A new All PO Lines menu link enables users to view all PO lines in all their types and workflow steps (statuses). All existing PO line menu links (Review, Review Deferred, Renew, Package) navigate the user to the new unified task list with the relevant facets pre-selected (this is also applied when entering the PO line list from the "Task List" icon clipboard_e27f7198009b79645379e18d2da082224.png).

clipboard_e61aafd36a4f11629d3937388c305c14f.png

All PO Lines menu link

Below are the main elements within the new user interface:

  1. Task list as facets - The presentation of the various assignment options as facets (Unassigned, Assigned to me, Assigned to others) enables the user to search for PO lines and immediately work on them (without the extra step of "Go to task list"). PO line search results are presented on a single page, holding all the various PO line workflow steps (statuses) and tasks. New facet options for assignments enable the Acquisitions staff to limit the search results as needed.

The new unified PO line task list does not automatically assign PO lines to users who are viewing/editing the PO lines. If there is a need to assign a PO line to a specific user, this can be achieved using the Assign to functionality (which exists as an action for each relevant PO line).

  1. Multi-select facets - The ability to select multiple facets in a single operation (and select Apply) enables the Acquisitions staff to focus on the PO line/s with simplicity and efficiency. Selecting a specific facet filters the list immediately according to the user's selection. 
  2. Sensitive top list actions - The actions presented on top of the search results list clipboard_ecdd88712137810ccd0429cc4897c8f4e.png are sensitive to the selection of the user. Once single/multiple PO lines are selected, the top list actions are enabled.

    The top list actions are:

    • Create new PO - This action enables packaging multiple PO lines whose workflow step is Manual-Packaging into a PO.
    • Change Expected Date - This action enables modifying multiple PO lines and setting their expected receipt date
    • Manage Labels - This operation enables the user to add/remove labels from multiple PO lines at once.

    If a user chooses to run an operation on a PO line that does not support this (for example, Create New PO for a PO line whose workflow step is not Manual Packaging) the operation skips this PO line and an appropriate message appears:

    UI message that indicates PO lines were note added because they are not in manual packaging status

    UI message indicating PO lines not added because they are not in manual packaging status
  1. Clearer information hierarchy - A clearer and more prominent information hierarchy of the PO line search results enables Acquisitions staff users reviewing the PO line's search result list to find what they need faster and with less navigation needs. Here are the main modifications:
  • Separation between the PO line's identifier and status.
  • Permanent location for the PO line's type and status.
  • Fixed location for the PO line's price (on top of the main record action). Fund and vendor (first column) information is set to grant staff users a quick overview on mandatory information.
  • Addition of icons for Alerts clipboard_ed60854c87041531077681f0509d9b3cb.png Receiving noteclipboard_eb7ac1c51296572433d648e7d3f95675f.png  and Rush clipboard_e7594b3ab02936b7bc5b04a5edb81a393.png improves the user's ability to quickly focus on the needed information within the PO line record. These icons present the users with additional information upon hovering with the mouse and navigates the users to the relevant view/edit section upon selecting.
  • As the new PO line list supports assignment functionality for all types of PO lines (excluding PO lines in Closed and Cancelled workflow steps), a clear indication on the PO line record enables users to quickly understand the PO line assignment status:
    • Assigned to Me PO lines have a dark grey badge indicating that the PO line is assigned to them: clipboard_e6278ca14d439e7dc10731317ce7ff8aa.png
    • Assigned to Others PO lines have a white badge indicating that the PO line is assigned to another person:clipboard_ed06816b1f488534f6c7cadcbc8fa9e3f.png
    • Unassigned PO lines have no indication badge
  1. Presentation toggle button - (clipboard_edb20ec92786c5d42da0a51e4385287e2.png) The presentation toggle button is located on the top-right corner of the page and is set to enable users to determine the way the PO line is presented on the screen. This enables users to work in the best way that suits their needs. There are three presentation options:
    1. List Viewclipboard_e775063d570b1d3ccd7b2b6daa5fd32b1.png  - this presents the full list of PO lines in a single panel (see Record View).
    2.  Split view clipboard_eeeb5de0f29580a5912809802f01ebac9.png- this presents the full list of PO lines on one side and more information about the selected PO line on the other side (see Split View). Split view presentation can also be triggered by simply selecting one of the PO lines presented in the full list. Users can determine the width of the left / right panel by selecting one of the three pre-set options or by selecting and dragging the vertical separator ruler to the right or to the left (vertical ruler separates between the left and right panels).
    3. Full Page view - the presentation in this selection presents a specific PO line in full view (see Full View).
  2. Continue Workflow action - The Continue Workflow action is available only for PO lines that are in workflow step (status) In-Review and is the equivalent to the Save and Continue action which exists in the previous PO line user interface. When selecting this action, Alma attempts to progress the PO line to the next step of the workflow (Manual/Auto packaging) providing that all the mandatory fields are populated. The Order now action is also available and progresses the PO line in the workflow as well.
Screen displaying PO Lines in List ViewList View

New Unified PO Line Task List User Interface - Split View (Side By Side View) 

To improve the usability of the unified PO line task list, a "side-by-side" view presentation enables users to view a list of PO lines on one side and detailed information regarding the selected PO line on the other side. The right panel holds relevant information regarding the PO line, for users with relevant roles. This information is editable from the panel itself, preventing users from needing to navigate to a specific PO line editing screen. The general elements which characterize the side-by-side view are numbered in the screenshot below. See explanations under this screenshot:

Screen indicating PO lines in Side by side - Split View

Side by side - Split View
  1. Compact left side record view - this view presents users with key information regarding the PO lines they would like to work on. Clicking on a specific PO line from the left panel selects it and presents detailed information regarding the PO line on the right panel.
  2. Right side panel - this panel presents detailed information regarding the selected PO line. There are two ways to apply changes on a PO line from the right panel:

Option 1 - Edit PO line using the "View" / "Edit" mode sections: These sections have a default "View" mode presentation, this default presentation holds only section fields that contain an actual value. Only selected informative fields with no value appear in "View" mode. All other section fields appear once the user clicks anywhere on the section. This opens the section for editing. For example, see the PO Line information and Vendor Information sections.

Example for View / Edit mode - "PO Line Information" section

Example for View / Edit mode - "PO Line Information" section

For users who only have view mode privileges OR in cases in which the PO line is assigned to another user, the PO line view box has an Orange highlight and is only opened for viewing and not editing.

Option 2 - Edit PO line using "Auto Save" sections: The fields in these sections are saved immediately as soon as the user makes any modifications, any information changes on a PO line conducted from these types of sections are saved immediately and automatically. For example, see the Receiving Information and Reporting Codes sections.

Example for Auto Save - "Receiving Information" section

Example for Auto Save - "Receiving Information" section
  1. "Sections" action - this action holds a list of all the available sections for the selected PO line, the purpose of this action is to enable users quick navigation between the various sections. This navigation can also be done manually by using the mouse scroll button.
  2. Left/right panel actions - for users with editing privileges, the left/right panel actions enable the user to view additional PO line information and perform functional actions on a PO line.
    1. Example for "Functional" actions: Assign To, Change Bib Reference, Bib Description, Cancel and Relink.
    2. Example for "Informative" actions (red square below) which open a sliding panel: Invoice Lines, Associated PO Lines, Communications, History, and Attachments.

      Example for Functional / Informative actions - PO line "Print Book - One Time" in workflow step (status) "sent"

      Example for Functional / Informative actions - PO line "Print Book - One Time" in workflow step (status) "sent"
  1. Navigation arrows - these arrows enable users to navigate to the next/previous PO line presented within the left panel.
  2. "X" icon - this function closes the right panel and returns the user to the "List-view" presentation.
  3. "Refresh" indication - this indication/action is set to notify the user that there were elements (PO lines) on the list which were modified and there is a need to refresh the list. While there is no mandatory need to refresh the list, in some cases refreshing the list will cause PO lines to disappear from it. This may occur for example if the Assigned to Me facet was selected and the user selected the Release assignment action. In this case, the PO line still remains in the list in order to prevent the user from losing the orientation. If the user would like the list to present only PO lines that are Assigned to Me, the user needs to select the "Refresh" icon.

New Unified PO Line Task List User Interface - Full Page View

The "Full page view" has a similar presentation as the right panel in the "Split View" mode and is set to enable users to spread the right panel over the entire screen to allow maximum width presentation and editing of a single PO line. The full-view has two main differences from the split-view:

  1. Toggle button - Select the "full-view" toggle button to enable full-view. As every change is saved upon editing, there is no need to save the entire page. Once the user edits the desired information, selecting the Split view/List view toggle button navigates the user back to the full list of PO lines.
  2. Left navigation pane - This area assists users in navigating between the various PO line sections. By selecting the desired section name, the screen automatically scrolls to the exact position of the section on the screen.

Screen displaying Full View

Full View

New Unified PO Line Task List User Interface - "Slide-Out" panel

The slide out panel enables users to access entities that relate to the PO line while keeping the PO line in the background at all times. For example, users who work on a PO line and would like to view/modify the information of the item associated with the PO line can click on the ellipsis (...) action located at the "Ordered Items section" and from there navigate to a sliding panel that holds the item's information. To close the panel, users can either save the item or click on the "X" icon. The sliding panel is used for displaying multiple entities while working on a PO line. clipboard_e7be09e0e2f484d5cd7ddfcba68fc4af2.pngSliding panel presenting the "Item Editor" while keeping the PO line in the background

Known Issues

The list below presents list of issues which are known and are set to be handled in the near future

Issue Description Impact / Workaround Inner ID for reference/Comments 

PO Line List

"Workflow Step" facet is sometimes displayed as "Task Name", or not displayed at all.

 

URM-156719 - Resolved in September Release 2022

PO Line List

When clicking "Export to excel" the progress bar remains on 0% but the Excel file is actually generated

 

URM-176258

Edit PO Line

When searching for value in drop-down field (for example, Associated PO lines), there is no indication for the search process. Results appear after a few seconds.

Even though there is no spinner indicating the search is conducted, wait for the results to appear.

URM-173196

Edit PO Line - Sliding panel

When clicking on a link to PO line from a sliding panel, the page refreshes in the background as expected, but the sliding panel is not closed.

Until this matter is handled use the X button to close the sliding panel.

URM-175083

View PO Line

"Assigned to others" PO line are not displayed as expected; in some cases PO line sections are opened for editing with fields' value "undefined".

clipboard_e8040f95d8cd02046e99eb885587ba988.png

 

URM-169266

URM-169259

The Right Panel - Labels

New added labels' text remain in the search bar after the label was added.

 

URM-168043

 

The Right Panel - Labels

Labels added are partly displayed - three dots are displayed instead of full word

 

URM-177247

 

The Right Panel - Ordered Portfolios Section

Ordered portfolio icon is always the Institution Zone icon (house), even when ordered from Community Zone (should be people icon).

 

URM-171160

The Right Panel - Ordered Portfolios Section

PO line is created without ordered portfolio when ordering portfolio from network.

 

URM-174520 - Resolved in November Release 2022

The Right Panel - Ordered Items Section

For PO lines with many ordered items, it takes a few seconds for row actions (Receive, Edit, Delete) button to show .

 

 

URM-163363

The Right Panel - Ordered Items Section

When attempting to delete that last item from a PO line in status "sent", an error message is displayed and the item is deleted. The expected behavior is to get an error stating "The PO line is in workflow step "sent" and must have at least one item", and to not delete the item.

 

URM-171039 - Resolved in November Release 2022

 

Right Panel - Ordered Items Section

When entering "Add Items" form, the "Supported libraries" dropdown field's search is not searching in the library level. Search only works for the location.

 

URM-177258

 

The Right Panel - Ordered Items Section

"Add items" action presents a "Supported Libraries"  drop-down. The libraries are divides into multiple sections. For example, the same library can have more than 1 section.

 

URM-174979

 

The Right Panel - Ordered Items Section

In some use cases row actions are available (Receive, Edit, Delete) even if the user does not have the proper privilege's.

 

URM-167466 - Resolved in November Release 2022

URM-173221 - Resolved in November Release 2022

The Right Panel - Ordered Items/ Holdings for Ordered Items sections

"Delete" row action on ordered items/holdings doesn't have a spinner.

Even though there is no spinner indicating the action is being processed, the item will be deleted.

 

URM-171038

The Right Panel - Ordered holdings Section

Summary column in the Holdings for Ordered Items table is not generated.

 

URM-176163 - Resolved in November Release 2022

 

The Right Panel - Items in Claim Section

Expected receiving date from the PO line is displayed in the Items in Claim table as one day earlier.

clipboard_e1abc30649911c15cf994ec5b106ed737.png

 

URM-166787 - Resolved in November Release 2022

 

The Right Panel - Items in Claim Section

Continuous  PO lines that are in claim with all items received, show an error feedback message stating: "An error occured while fetching items".

 

URM-176855 - Resolved in November Release 2022

 

The Right Panel - Items in Claim Section

In some cases, after editing an item from the Items in claim table, the item's barcode is not displayed anymore in that table.

 

URM-177500

 

The Right Panel - Vendor Information Section

Note to vendor is not saved when closing the right panel and then entering it again.

After a Note to vendor was added, refresh the PO line list.

URM-176920 - Resolved in September Release 2022

 

The Right Panel - Pricing and Funding Section

After the "Acquisition method" field is changed, the "No charge" field doesn't update automatically (it's visibility isn't affected as it should for some acquisition methods).

In order to update the visibility of the "No charge" field, refresh the PO line list or switch between PO lines in the list to refresh your current PO line.

URM-175174 - Resolved in November Release 2022

 

The Right Panel - Pricing and Funding Section

When adding multiple items to a PO line with "Update "Net price" to quantity" checked in Pricing and Funding section, a feedback message appears for each item instead of one message.

 

URM-172664 - Resolved in November Release 2022

 

The Right Panel - Renewal Section

When editing the renewal section the form takes time to load, "Manual renewal" field is not automatically chosen and the Save button does not become active, no matter what is entered.

 

URM-176871 - Resolved in September Release 2022

 

 

Actions - Cancel PO Line

After a PO line was cancelled, when the customer parameter pol_handle_bib_record_without_inventory is set to MANUAL, and delete bib was selected - the PO line title is still clickable and leads to an error (since the bib doesn't exist).

 

URM-174459

Actions - Cancel PO Line

After a PO line was cancelled, when the customer parameter pol_handle_bib_record_without_inventory is set to MANUAL or DELETE, and delete bib was selected - feedback messages shows that PO line cannot be cancelled.

 

URM-159276 - Resolved in November Release 2022

 

Actions - Bib description

When clicking on the action "Bib Description" the sliding panel opens with the relevant page. The action "Save" is missing on this page, therefore changes to the description could not be saved.

 

URM-177504 - Resolved in November Release 2022

 

Actions - Replace Vendor

Change Vendor action doesn't trigger refresh or green dot in refresh icon.

After performing this action, refresh the list using the refresh button or switch between PO lines in the list to refresh your current PO line.

URM-175142

Actions - Renew at Vendor System

Renew at Vendor System is not yet available in the new unified PO line list.

In order to use thi action users will need to opt out of the new PO line list.

URM-176575

Actions - Relink

Relink action doesn't trigger refresh or green dot in refresh icon.

After performing this action, refresh the list using the refresh button or switch between PO lines in the list to refresh your current PO line.

URM-174976

 

Actions - Order Now

Upon a click on "Order Now", a confirmation message with alerts is not displayed. Alerts for example- "There is an active order for this ordered resource in the library".

 

URM-175178

 

Simple Search

When clicking on an order number next to the cart icon in Alma repository search, a PO line list is opened with the previous search term in the search bar. The expected term is the MMS ID of the title.

 

URM-173367

 

Advanced Search - Logical sets

For Logical sets (Save Query) which were created via the new PO line list advanced search, there may be some problems presenting the actual set results.

Until this matter is handled is is recommended to create advanced search queries with no "grouped" search indexes.

clipboard_ea47d4709c219e992ed621ef1bca3b603.png

URM-171020

Advanced Search

Advanced search results don't have clickable search query with link on top of list.

 

URM-171550 - Resolved in November Release 2022

 

Manage Sets

Creation of itemized sets is not supported when users are opted in to the new PO line list.

In order to create itemized set of PO lines, users will need to opt out of the new PO line list.

 

 

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