Handshake agreements & workarounds - Acquisitions

Owned by Kathleen Norton
Last updated: Nov 15, 2023
2 min read

Release: Lotus, Hotfix 3
Updated: 2022-09-14 
Added to Confluence: 2023-08-29

Google doc version: Handshake agreements & workarounds - Acquisitions

  1. Prefix Order (PO) numbers with two letter codes

  2. Select appropriate Acquisitions Unit

  3. When creating an order, consult this guide to Non-shared record locations to determine when to link to an existing Instance and when to import a new record

  4. Prefix Organization records with two letter codes

    1. Applies to both the Name (eg, AC AMALIVRE) as well as the Code (eg, ACAUX)

    2. We will not be sharing records for contact people from across schools (Ex. there will be 5 Amy Thurlows in Organizations each with individual content)

  5. Prefix all templates with two letter codes

  6. If using Expense Classes in Finance, prefix with two letter codes

  7. Optional: Prefix invoices with institutional Organization/Vendor code (which includes 2 letter code) and the vendor's invoice number (eg, MHYCONT60155).  Note: prefixing Organization/Vendor code is required.

  8. Prefix all Notes Helper App (from the Notes Accordion) Notes with two letter codes

  9. Prefix all Tags with two letter codes

    1. It is easy to accidentally create a tag - this is not always as fixable

    2. Notes from Aaron:

      •  Tag use is approved for the temporary marking of records for a non-reoccurring task or for the sharing of a set of records.  

      • Tags as permanent data elements for records are not supported by Folio Admin.

      • If you intend to permanently store record data as tags, be aware there will not be: 1) deletion of tags from the shared tag database 2) changes to the names of tags 3) in the event a tag is lost due to system or human error 4) enforcement of policy around tag creation system wide.

      • Technical problems caused by or affect tags will still be supported

  10. We agree to not use other institutions interfaces for admin platforms / portal

    1. Prefix Interface records with two letter codes

    2. We also agree not to share interface records from across schools (Ex. there may be 5 EBSCO Admin interfaces each with individual content)

  11. Note: extra step for Approval has been disabled in settings; Open and Approval happen as one step for Five Colleges in Orders.  Approval step remains for Invoices.

 

Google doc version