Using Automation Tools in Alma

Charlene Chou & Haoming Liu University of Washington

at the 2015 ELUNA Conference May 6 th , 2015

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Agenda

• • • • • • • • • • • Impetus Phase one--testing: automation software Test result Macros Efficiency analysis: clicks, response time, etc.

Trouble shooting Phase two: short-cut keys Next steps Wish list Reflection Demo video 2

Impetus

• • Tons of clicking daily – Major complaints from my staff – For some basic tasks, you need at least six clicks – Is it “de-automation”?

Fragmented and inefficient workflows – Temp location in the serials check-in • Input a temp location after an issue checked in • Select location/sublocation codes from a

long

list of options – Repository search • Toggle between call number and OCLC# searches 3

Impetus (2)

• • • Lacks the option of text strings, toolbars, keymapping, like Connexion – Overtype sublocation code to eaaux for the holdings record of precat materials each time (CLIR grant project) In Voyager, using MacroExpress makes the work or keystrokes faster and more effective Some of our enhancement requests got closed without any further actions or enhancement.

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The response of Ex Libris on March 19 th , 2014 5

• • • • •

Testing

Advice from Peter Green in Princeton – Princeton tried “AutoIT”—a steep learning curve; no macro for temp location yet – Encouraged me to search “browser automation software” for possibilities Constraints: no budget Testers: – My student assistant from i-School and myself Goals: – Simple tasks: look for a software which is simple to use and without programming involved – Due to no budget, just one hour per day during winter break – Tried not to be ambitious and can accept the result to fail!

A good news after two weeks’ testing!

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Test result: selecting a free software—Selenium IDE 2.5.0

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Macros

• • • Receiving – Navigate to Receiving Workbench (turning 6 clicks into one keystroke) – Receiving a new serial issue with temp location • Input temp location automatically in serials check-in (turning 8 clicks into one keystroke) POLs – Create an order record for a gift – Select POL for linking POL in the item record Repository search – Call number search, OCLC# search, Title search – Search for Electronic collection Name in Community zone 8

Macros (2)

• • Manage set – Search for certain set names (turning 6 clicks into one) Metadata (MD) Editor – Bibliographic record • Add 035 (OCoLC): from Repository search to MD Editor – Holdings record • Create holdings record with the Template for our location codes • Create a new 852 with a different sublocation code for an existing record 9

Macros (3)

• • Work orders – For East Asia Cataloging, e.g. for cat-as-seps items – For East Asia Marking, e. g. for Interested/Holds • With “done” selected Editing – Holdings record – Item record – POL 10

Efficiency analysis

Saving the number of clicks In our daily routine 11

Just type a few words between two macros for receiving a serial issue with temp location (turning 14 clicks into 2 clicks): 1 st macro to navigate to Receiving Workbench (recording 6 clicks) 2 nd macro to create temp location for this new serial issue (recording 8 clicks) 12

Examples of macros

Recording eight or more clicks 13

Search for Electronic collection Name in Community zone (8 clicks) 14

Work orders for EA cataloging: turning 10 clicks into one key stroke 15

Work orders for EA Marking with “done” selected: turning 10 clicks into one key stroke 16

Efficiency analysis

Response time 17

Efficiency analysis: response time

• Macros can reduce the number of clicks but the factor of response time needs to be considered. For example: – Select POL: 18

Efficiency analysis

From Repository Search to Metadata Editor 19

Metadata Editor:

navigation, editing and response time slow down the process • • • Click from the Repository Search to edit the bibliographic record in the Metadata Editor.

Response time in between Adding a new MARC tag takes a bit longer than we expected.

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Adding 035 (OCoLC)#: including two pauses for response time

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Troubleshooting

• • Recording may not work when Alma is updated. Solution: – Re-record the steps again. Debug if needed.

Recording may not work if id number changes in the html programming in Alma. Solution: – Adjust recording commands into a more stable label, e.g. from id number (changeable) to link label, e.g. Permanent call number 22

Troubleshooting process: changing command to click & link=Permanent call number 23

Troubleshooting

• Recording may not work for “plus” sign in the Metadata Editor. Solution: – Change Click to ClickAt with value for “plus” sign in the Metadata Editor 24

Troubleshooting process: Changing from Click to ClickAt with Value 25

Phase two— Short-cut key mapping

• • • Per my UO colleague’s suggestion, we have tested if short-cut key can be assigned. When the list of macros gets longer, Short-cut key mapping is important.

A free software found: AutoHotKey – Testing was successful • Keep Selenium at the Sidebar • • Using Active Windows Information to know its location Set up short-cut key in the Mouseclick Notepad Use short-cut key to run the macro—One keystroke for 3, 6, 8, 10 clicks 26

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Selenium IDE at the sidebar 28

Set up short-cut keys

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Next steps

• • • Use AutoHotKey only, so no Sidebar is necessary Another option is to test using Chrome Extensions Streamline workflow 30

AutoHotKey 31

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Wish list

• • • • Alma: multi-tasks – Click different task in different tab – Toggle between two tasks Alma with built-in macro functions – Free software with HotKey functions Reducing response time Integrate fragmented workflow 33

Reflections

• • • Book—Being Wrong, by Kathryn Schulz (NYT) – Error is both a given and a gift—one that can transform our worldviews, our relationships, and, most profoundly, ourselves.

– A tribute to human creativity – Testing may be wrong, but it may bear more fruits later on.

Debug for programmers – You may finish 90% work with 10% time, but spend 90% time to solve problems (10% of work) .

Pause is for getting solution later.

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Thanks to my student team members: Sen Yang and Haoming Liu for their programming knowledge and creativity!

Thanks to Peter Green (Princeton), Sion Romaine (UW) and Ann Miller (U Oregon) for their support and advice on this testing initiative!

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Demo video (13 seconds for 10 clicks) 36

Demo video (10 seconds to add 035 field) 37

Thank you!

Q & A 38