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Branch-based acquisitions roles

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Discover an overview of branch-based acquisitions roles in WorldShare Acquisitions.

Overview

There are several roles specific to branch-based acquisitions. To view a list of all other Acquisitions roles, see Acquisitions account roles.

Important notes about branch roles:

  • Each user can have institution roles, branch roles, or both
  • Branch-based roles only have permissions at their specific branch
  • Institution roles do not automatically cover branch-only actions, and branch roles do not override institution roles
  • Most libraries utilizing this functionality will assign each user roles only for the branch they work at

Manage roles for branch-based users

Managing branch-based roles requires logging in with a user account that can access WorldShare Admin. For more information, see Roles to access WorldShare Admin.

  1. Log in to WorldShare with an account that has an administrative role assigned.
  2. In the top navigation, click Admin.
  3. Search for and select a user to assign branch-based roles to. See Search for a user.
  4. In the user account, expand the Roles accordion.
  5. Roles for each branch (including Institution level roles) appear under their own separate tabs.
  6. To set a role at the institution or an existing branch:
    1. Select the tab for the branch you would like to add roles for.
    2. Within the Roles accordion, click Edit.
    3. Select the appropriate roles.
  7. To add a new branch to a user:
    1. Within the Roles accordion, click Edit.
    2. Click Add institution access.
    3. On the Add institution access pop-up window, enable the checkboxes for any branches you would like to add for the user.
    4. Click Add.
    5. Follow the instructions in step 6 to add roles for the additional branches.
  8. Click Save.

Branch-based acquisitions roles

  • Acquisitions Branch Budget Staff
  • Acquisitions Branch Manager
  • Acquisitions Branch Open Access Request Manager
  • Acquisitions Branch Order Staff
  • Acquisitions Branch Receive and Invoice Staff
  • Acquisitions Branch Request Creator
  • Acquisitions Branch Request Manager
  • Acquisitions Branch Request Reviewer
  • Acquisitions Branch Senior Order Staff
  • Acquisitions Branch Senior Staff

Branch-based acquisitions role descriptions

Role Description
Acquisitions Branch Budget Staff Can view and edit the budget and funds for their branch, but cannot close the budget or copy the budget structure.
Acquisitions Branch Manager

Can order and invoice, and even place orders and pay invoices, but can only view budgets, cannot change them. Also, cannot change settings.
Acquisitions Branch Open Access Request Manager Can manage all aspects of open access requests, including paying invoices for them. Can also create and pay invoices for a specific branch.
Acquisitions Branch Order Staff Perform tasks related to ordering materials, including creating and editing order data. Cannot place orders, however.
Acquisitions Branch Receive and Invoice Staff Perform tasks related to receiving and invoicing materials, including marking items as received and preparing invoices for payment. Cannot pay invoices, however.
Acquisitions Branch Request Creator Create purchase requests for review by acquisitions staff. Meant for selectors.
Acquisitions Branch Request Manager Create purchase requests for review by acquisitions staff. Meant for selectors.
Acquisitions Branch Request Reviewer Create, review, and approve purchase requests. Cannot place orders.
Acquisitions Branch Senior Order Staff Perform tasks related to ordering materials, including creating, editing, and even placing orders.
Acquisitions Branch Senior Staff Perform tasks related to ordering as well as receiving, and invoicing of materials. Can also approve payment of invoices and place orders. Cannot edit budgets or configure settings for Acquisitions.

Branch-based acquisitions role comparison by action

Analytics

Action Roles
Branch Senior Staff
Run Acquisitions reports from the Analytics module. x
Run serials reports from the Analytics module. x
Utilize My Library and My Files functionality in Analytics. x

Budgets

 

Action Roles
Branch Budget Staff Branch Manager Branch Order Staff Branch Receive and Invoice Staff Branch Senior Order Staff Branch Senior Staff

Allocate (or distribute) money into funds associated with a budget. This changes the budgeted amount of the fund. User is also able to dis-allocate (or remove) money from the fund.

 x          

Copy the fund structure from a previous budget to a new budget, so that they do not have to re-enter all the fund details into the new budget.

 x          

Create a budget for a future time period.

 x          

Create a fund for a budget.

 x          

Delete a fund from a budget, assuming the fund does not have any open transactions (encumbrances, expenditures, etc.).

 x          

Edit or update a fund within a budget, including fund name, fund code, and budgeted amount. It also allows editing the start date, end date, and cycle, and enabling a future budget for use. Note: The availability of these actions depends on whether a budget is open or closed, enabled or not, and the presence or absence of future budgets.

 x          

Enable the next budget for use even though the current budget (aka earliest open budget) is still being used so that a library can order materials on the next budget.

 x          

Modify the end date of an open (current or future) budget to adjust for changing fiscal cycles and budget periods or make simple corrections to the time period of a budget.

 x          

Update a budget, shortening or extending the end date.

 x       x  

View a budget, including its start and end dates.

 x x        

View funds in a budget, including fund name, fund code, fund structure, allocation, encumbrances, expenditures, and remaining balance.

 x x x x x  

Discover Collections

 

Action Roles
Branch Order Staff Branch Request Creator Branch Request Manager Branch Request Reviewer Branch Senior Order Staff Branch Senior Staff

Search for and view collections and titles in the WorldCat KnowledgeBase.

 x x x x x x

Invoices

 

Action Roles
Branch Manager Branch Open Access Request Manager Branch Recieve and Invoice Staff Branch Senior Order Staff Branch Senior Staff

Change an invoice before it's paid.

 x x x   x

Change items on an invoice before it's paid.

 x x x   x

Create an invoice.

 x x x   x

Create debit invoice items.

 x x x   x

Create supplemental, credit, and refund invoice items.

 x x x   x

Delete an invoice.

 x x     x

Delete an item from an open (unpaid) invoice.

 x x x   x

Revert an invoice to an un-paid state in order to correct mistakes and thus alter the corresponding budget expenditures (This feature is not allowed for invoices that use a closed budget).

 x x x x x

Search invoices.

 x x x   x

View an invoice, including the vendor, invoice number, etc.

 x x x x x

View items on an invoice.

 

 x x x x x

Local resources

Action Roles
Branch Order Staff Branch Request Creator Branch Request Manager Branch Request Reviewer Branch Senior Order Staff Branch Senior Staff

Can create and update local resources.

 x x x x x x

Open Access Requests

Action Roles
Branch Open Access Request Manager
Manage all aspects of open access requests. x
Pay invoices for open access requests. x

Orders

Action Roles
Branch Manager Branch Order Staff Branch Receive and Invoice Staff Branch Request Manager Branch Request Reviewer Branch Senior Order Staff Branch Senior Staff

Add items to an order.

 x x     x x x

Cancel order items, so that they can no longer be received.

 x           x

Change an open (unsubmitted) purchase order. It does not allow editing the items on the order.

 x x         x

Change items on an order, before it has been placed.

 x x         x

Change the link from an item on order to the WorldCat record, in case the wrong WorldCat record or item was selected in "Discover Items.”

 x         x x

Create a purchase order.

 x x         x

Delete an item from an open (unplaced) purchase order, in case an order item was added by mistake or is no longer needed.

 x x       x x

Delete an order item template (in case it is no longer valid for your library).

 x x         x

Delete an un-placed purchase order and all its items, so that if the purchase order is no longer valid, it can be removed from the system.

 x x       x x

Order a purchase request.

   x   x      

Perform item operations, like adding and editing items.

 x x         x

Renew order items.

 x x         x

Search and view open orders that have not yet been placed with the vendor.

 x x         x

Search and view order items.

 x x         x

Search items ordered.

 x x x       x

Select and claim unreceived items and send a message to the vendor.

 x x       x x

Purchase Requests

Action Roles
Branch Order Staff Branch Request Creator Branch Request Manager Branch Request Reviewer

Approve or reject a purchase request.

 x   x x

Create a purchase request.

 x x x x

Order a purchase request.

     x  

Receiving

Action Roles
Branch Receive and Invoice Staff Branch Request Manager Branch Request Reviewer Branch Senior Order Staff Branch Senior Staff

Approve or reject a purchase request.

   x x    

Change an open (unsubmitted) purchase order. It does not allow editing the items on the order.

         x

Finish receiving a serial order so that it is marked as completely received by the library.

 x     x x

Finish receiving an e-product order so that it is marked as completely received by the library.

 x       x

Receive outstanding monographs that have been ordered, but not yet received.

 x       x

Start receiving an eProduct, so that the library can record the receipt of content on an incomplete order.

x

     x x

Start receiving serial issues, so that the library can record their receipt on an incomplete order.

 x     x x

Settings

Action Roles
Branch Order Staff Branch Request Creator Branch Request Manager Branch Request Reviewer Branch Senior Order Staff Branch Senior Staff

Create, edit and delete copy and item-level holdings for their institution in WorldCat.

 x         x

Upload a file and store it on the Shared File Service.

           x

View all product reports.

         x x

View the library's Exchange Rates.

 x x x x x x

View the name and other metadata of files stored on the shared file service, such as those uploaded for processing by Partner Exchange Services. It does not allow users to read the file.

           x

User Management

Action Roles
Branch Senior Order Staff

Create new user accounts.

 x

Delete user accounts.

 x

Read information about user accounts.

 x

Vendors

Action Roles
Branch Senior Order Staff Branch Senior Staff

Change a vendor order number, order name, and order comments on a placed purchase order, i.e. one that has been submitted to the vendor.

 x x

Create, edit and delete files in the shared files service as part of a corresponding process, such as uploading of files from a vendor for import into Acquisitions.

 x x

Download and read files stored on the shared file service, such as those uploaded for processing by Partner Exchange Services.

   x

Find a vendor.

   x

Edit vendor data for your library only.

 x  

Pay an invoice, so that the vendor can receive payment for items ordered and the library can track the invoice amount as expended, rather than encumbered.

   x

Place an order, submitting it to the vendor, if not done already.

 x x

Remove a vendor from your list of active partners (in Acquisitions or License Manager).

 x  

Request a price quote from a vendor for a group of items on an order.

   x

Select and claim unreceived items and send a message to the vendor.

 x x

View a vendor.

 x x

View My Library and export data.

   x

Branch-based acquisitions roles and associated actions 

Acquisitions Branch Budget Staff

Budgets
  • Allocate (or distribute) money into funds associated with a budget. This changes the budgeted amount of the fund. User is also able to dis-allocate (or remove) money from the fund.
  • Copy the fund structure from a previous budget to a new budget, so that they do not have to re-enter all the fund details into the new budget.
  • Create a budget for a future time period.
  • Create a fund for a budget.
  • Delete a fund from a budget, assuming the fund does not have any open transactions (encumbrances, expenditures, etc.).
  • Edit or update a fund within a budget, including fund name, fund code, and budgeted amount. It also allows editing the start date, end date, and cycle, and enabling a future budget for use. Note: The availability of these actions depends on whether a budget is open or closed, enabled or not, and the presence or absence of future budgets.
  • Enable the next budget for use even though the current budget (aka earliest open budget) is still being used so that a library can order materials on the next budget.
  • Modify the end date of an open (current or future) budget to adjust for changing fiscal cycles and budget periods or make simple corrections to the time period of a budget.
  • Update a budget, shortening or extending the end date.
  • View a budget, including its start and end dates.
  • View funds in a budget, including fund name, fund code, fund structure, allocation, encumbrances, expenditures, and remaining balance.

Acquisitions Branch Manager

Budgets
  • View a budget, including its start and end dates.
  • View funds in a budget, including fund name, fund code, fund structure, allocation, encumbrances, expenditures, and remaining balance.
Invoices
  • Create supplemental, credit, and refund invoice items.
  • Change an invoice before it's paid.
  • Change items on an invoice before it's paid.
  • Create an invoice.
  • Create debit invoice items.
  • Delete an invoice.
  • Delete an item from an open (unpaid) invoice.
  • Revert an invoice to an un-paid state in order to correct mistakes and thus alter the corresponding budget expenditures (This feature is not allowed for invoices that use a closed budget).
  • Search invoices.
  • View an invoice, including the vendor, invoice number, etc.
  • View items on an invoice.
Orders
  • Add items to an order.
  • Cancel order items, so that they can no longer be received.
  • Change an open (unsubmitted) purchase order. It does not allow editing the items on the order.
  • Change items on an order, before it has been placed.
  • Change the link from an item on order to the WorldCat record, in case the wrong WorldCat record or item was selected in "Discover Items.”
  • Create a purchase order.
  • Delete an item from an open (unplaced) purchase order, in case an order item was added by mistake or is no longer needed.
  • Delete an order item template (in case it is no longer valid for your library).
  • Delete an un-placed purchase order and all its items, so that if the purchase order is no longer valid, it can be removed from the system.
  • Perform item operations, like adding and editing items.
  • Renew order items.
  • Search and view open orders that have not yet been placed with the vendor.
  • Search and view order items.
  • Search items ordered.
  • Select and claim unreceived items and send a message to the vendor.

Acquisitions Branch Open Access Request Manager

Open access requests
  • Manage all aspects of open access requests.
  • Pay invoices for open access requests.
Invoices
  • Create supplemental, credit, and refund invoice items.
  • Change an invoice before it's paid.
  • Change items on an invoice before it's paid.
  • Create an invoice.
  • Create debit invoice items.
  • Delete an invoice.
  • Delete an item from an open (unpaid) invoice.
  • Revert an invoice to an un-paid state in order to correct mistakes and thus alter the corresponding budget expenditures (This feature is not allowed for invoices that use a closed budget).
  • Search invoices.
  • View an invoice, including the vendor, invoice number, etc.
  • View items on an invoice.

Acquisitions Branch Order Staff

Budgets
  • View funds in a budget, including fund name, fund code, fund structure, allocation, encumbrances, expenditures, and remaining balance.
Discover Collections
  • Search for and view collections and titles in the WorldCat KnowledgeBase.
Local resources
  • Can create and update local resources.
Orders
  • Add items to an order.
  • Change an open (unsubmitted) purchase order. It does not allow editing the items on the order.
  • Change items on an order, before it has been placed.
  • Create a purchase order.
  • Delete an item from an open (unplaced) purchase order, in case an order item was added by mistake or is no longer needed.
  • Delete an order item template (in case it is no longer valid for your library).
  • Delete an un-placed purchase order and all its items, so that if the purchase order is no longer valid, it can be removed from the system.
  • Order a purchase request.
  • Perform item operations, like adding and editing items.
  • Renew order items.
  • Search and view open orders that have not yet been placed with the vendor.
  • Search and view order items.
  • Search items ordered.
  • Select and claim unreceived items and send a message to the vendor.
Purchase requests
  • Approve or reject a purchase request.
  • Create a purchase request.
Settings
  • Create, edit and delete copy and item-level holdings for their institution in WorldCat.
  • View the library's Exchange Rates.

Acquisitions Branch Receive and Invoice Staff

Budgets
  • View funds in a budget, including fund name, fund code, fund structure, allocation, encumbrances, expenditures, and remaining balance.
Invoices
  • Change an invoice before it's paid.
  • Change items on an invoice before it's paid.
  • Create an invoice.
  • Create debit invoice item.
  • Create supplemental, credit, and refund invoice items.
  • Delete an item from an open (unpaid) invoice.
  • Revert an invoice to un-paid state in order to correct mistakes and thus alter the corresponding budget expenditures (This feature is not allowed for invoices that use a closed budget).
  • Search invoices.
  • View an invoice, including the vendor, invoice number, etc.
  • View items on an invoice.
Orders
  • Search items ordered.
Receiving
  • Finish receiving a serial order so that it is marked as completely received by the library.
  • Finish receiving an e-product order so that it is marked as completely received by the library.
  • Receive outstanding monographs that have been ordered, but not yet received.
  • Start receiving an eProduct, so that the library can record the receipt of content on an incomplete order.
  • Start receiving serial issues, so that the library can record their receipt on an incomplete order.

Acquisitions Branch Request Creator

Discover Collections
  • Search for and view collections and titles in the WorldCat KnowledgeBase.
Local resources
  • Can create and update local resources.
Purchase requests
  • Create a purchase request.
Settings
  • View the library's Exchange Rates.

Acquisitions Branch Request Manager

Discover Collections
  • Search for and view collections and titles in the WorldCat KnowledgeBase.
Local resources
  • Can create and update local resources.
Orders
  • Order a purchase request.
Purchase requests
  • Approve or reject a purchase request.
  • Create a purchase request.
  • Order a purchase request.
Receiving
  • Approve or reject a purchase request.
Settings
  • View the library's Exchange Rates.

Acquisitions Branch Request Reviewer

Discover Collections
  • Search for and view collections and titles in the WorldCat KnowledgeBase.
Local resources
  • Can create and update local resources.
Orders
  • Add items to an order.
Purchase requests
  • Approve or reject a purchase request.
  • Create a purchase request.
Receiving
  • Approve or reject a purchase request.
Settings
  • View the library's Exchange Rates.

Acquisitions Branch Senior Order Staff

Budgets
  • Update a budget, shortening or extending the end date.
  • View funds in a budget, including fund name, fund code, fund structure, allocation, encumbrances, expenditures, and remaining balance.
Discover Collections
  • Search for and view collections and titles in the WorldCat KnowledgeBase.
Invoices
  • Revert an invoice to an un-paid state in order to correct mistakes and thus alter the corresponding budget expenditures (This feature is not allowed for invoices that use a closed budget).
  • View an invoice, including the vendor, invoice number, etc.
  • View items on an invoice.
Local resources
  • Can create and update local resources.
Orders
  • Add items to an order.
  • Change the link from an item on order to the WorldCat record, in case the wrong WorldCat record or item was selected in "Discover Items.”
  • Delete an item from an open (unplaced) purchase order, in case an order item was added by mistake or is no longer needed.
  • Delete an un-placed purchase order and all its items, so that if the purchase order is no longer valid, it can be removed from the system.
  • Select and claim unreceived items and send a message to the vendor.
Receiving
  • Finish receiving a serial order so that it is marked as completely received by the library.
  • Start receiving an eProduct, so that the library can record the receipt of content on an incomplete order.
  • Start receiving serial issues, so that the library can record their receipt on an incomplete order.
Settings
  • View all product reports.
  • View the library's Exchange Rates.
User Management
  • Create new user accounts.
  • Delete user accounts.
  • Read information about user accounts.
Vendors
  • Change a vendor order number, order name, and order comments on a placed purchase order, i.e. one that has been submitted to the vendor.
  • Create, edit and delete files in the shared files service as part of a corresponding process, such as uploading of files from a vendor for import into Acquisitions.
  • Edit vendor data for your library only.
  • Place an order, submitting it to the vendor, if not done already.
  • Remove a vendor from your list of active partners (in Acquisitions or License Manager).
  • Select and claim unreceived items and send a message to the vendor.
  • View a vendor.

Acquisitions Branch Senior Staff

Analytics
  • Run Acquisitions reports from the Analytics module.
  • Run serials reports from the Analytics module.
  • Utilize My Library and My Files functionality in Analytics.
Budgets
  • View a budget, including its start and end dates.
  • View funds in a budget, including fund name, fund code, fund structure, allocation, encumbrances, expenditures, and remaining balance.
Discover Collections
  • Search for and view collections and titles in the WorldCat KnowledgeBase.
Invoices
  • Change an invoice before it's paid.
  • Change items on an invoice before it's paid.
  • Create an invoice.
  • Create debit invoice items.
  • Create supplemental, credit, and refund invoice items.
  • Delete an invoice.
  • Delete an item from an open (unpaid) invoice.
  • Revert an invoice to an un-paid state in order to correct mistakes and thus alter the corresponding budget expenditures (This feature is not allowed for invoices that use a closed budget).
  • Search invoices.
  • View an invoice, including the vendor, invoice number, etc.
  • View items on an invoice.
Local resources
  • Can create and update local resources.
Orders
  • Add items to an order.
  • Cancel order items, so that they can no longer be received.
  • Change an open (unsubmitted) purchase order. It does not allow editing the items on the order.
  • Change items on an order, before it has been placed.
  • Change the link from an item on order to the WorldCat record, in case the wrong WorldCat record or item was selected in "Discover Items.”
  • Create a purchase order.
  • Delete an item from an open (unplaced) purchase order, in case an order item was added by mistake or is no longer needed.
  • Delete an order item template (in case it is no longer valid for your library).
  • Delete an un-placed purchase order and all its items, so that if the purchase order is no longer valid, it can be removed from the system.
  • Perform item operations, like adding and editing items.
  • Renew order items.
  • Search and view open orders that have not yet been placed with the vendor.
  • Search and view order items.
  • Search items ordered.
  • Select and claim unreceived items and send a message to the vendor.
Receiving
  • Change an open (unsubmitted) purchase order. It does not allow editing the items on the order.
  • Finish receiving a serial order so that it is marked as completely received by the library.
  • Finish receiving an e-product order so that it is marked as completely received by the library.
  • Receive outstanding monographs that have been ordered, but not yet received.
  • Start receiving an eProduct, so that the library can record the receipt of content on an incomplete order.
  • Start receiving serial issues, so that the library can record their receipt on an incomplete order.
Settings
  • Create, edit and delete copy and item-level holdings for their institution in WorldCat.
  • Upload a file and store it on the Shared File Service.
  • View all product reports.
  • View the library's Exchange Rates.
  • View the name and other metadata of files stored on the shared file service, such as those uploaded for processing by Partner Exchange Services. It does not allow users to read the file.
Vendors
  • Change a vendor order number, order name, and order comments on a placed purchase order, i.e. one that has been submitted to the vendor.
  • Create, edit, and delete files in the shared files service as part of a corresponding process, such as uploading of files from a vendor for import into Acquisitions.
  • Download and read files stored on the shared file service, such as those uploaded for processing by Partner Exchange Services.
  • Find a vendor.
  • Pay an invoice, so that the vendor can receive payment for items ordered and the library can track the invoice amount as expended, rather than encumbered.
  • Place an order, submitting it to the vendor, if not done already.
  • Request a price quote from a vendor for a group of items on an order.
  • Select and claim unreceived items and send a message to the vendor.
  • View a vendor.
  • View My Library and export data.