Knowledge Base

Choosing between API and EDI for GOBI orders depends on how your library handles selection, ordering, cataloging, and technical services workflows. Use the questions below to help determine the best fit.

Who places the orders?

The best ordering method depends on whether staff will place orders in Alma or GOBI.

EDI (orders placed in Alma):

• Library staff place orders manually in Alma using the “Purchase Request” or “Order” workflows.
• Subject specialists typically select titles, and technical services staff handle ordering, cataloging, and processing within Alma.

→ EDI is a good choice when ordering is performed by acquisitions or when staff already use Alma for acquisitions.

API (orders placed in GOBI):

• Orders are placed directly in GOBI, and Alma automatically creates the brief bibliographic record and purchase order line.
• Subject specialists or acquisitions staff can place the order in GOBI without using Alma.

→ API is recommended when selectors or non-Alma staff place orders in GOBI and you want ordering and Alma integration to be as seamless as possible.

Who catalogs newly ordered titles?

Both EDI and API workflows can involve overlaying brief records with full bibliographic records—either from OCLC or purchased from GOBI. However, EDI also allows libraries to start with a full record from the beginning, eliminating the need for later overlays. The main differences lie in when the record is created, how it is finalized, and who is responsible for each step.

EDI (orders placed in Alma):

• Staff can begin with a full OCLC record in Alma and retain it throughout the process.
• Alternatively, acquisitions staff can create a brief record, which is later:
  • Replaced manually by cataloging staff using a full OCLC record, or
  • Replaced automatically by an import profile with a full record purchased from GOBI.

→ EDI is a good choice if your staff want more control at the time of ordering or already use OCLC records during acquisition.

API (orders placed in GOBI):

• GOBI automatically creates a brief bibliographic record and PO line in Alma at the time of order.
• After that:
  • Cataloging staff can manually overlay the brief record with a full OCLC record, or
  • A GOBI import profile can automatically replace the brief record with a full record purchased from GOBI.

→ API is ideal if selectors or acquisitions staff place orders directly in GOBI and cataloging occurs later in the workflow.

How quickly do records and orders need to appear in Alma and OneSearch?

The speed at which orders and records become visible may influence your choice of workflow.

EDI (orders placed in Alma):

• Orders and records are created manually in Alma.
• These appear in Alma and OneSearch immediately.
• Brief records can be updated later through manual replacement or import profiles.

→ EDI is a good option if immediate visibility is important but you want more control over when and how cataloging is completed.

API (orders placed in GOBI):

• Orders submitted in GOBI trigger automatic creation of a brief record and PO line in Alma.
• These appear in Alma and OneSearch almost immediately.
• Full record replacement can happen later.

→ API is recommended if your library prioritizes speed and automation, particularly when orders are placed by selectors or non-Alma users.

What are the costs associated with EDI and API ordering?

Costs may vary based on whether you purchase MARC records or rely on OCLC.

EDI (orders placed in Alma):

• Sending orders from Alma to GOBI is free.
• Purchasing MARC records from GOBI may involve per-record or subscription fees.
• Alternatively, staff can download OCLC records manually at no additional GOBI cost, though this requires staff time.

→ EDI is a cost-effective option if you already use OCLC records and have staff available to manage overlays manually.

API (orders placed in GOBI):

• GOBI typically charges an annual API subscription fee, but CUNY is currently exempt under the NYS contract.
• API creates brief records. Full records can be obtained via:
  • GOBI’s paid MARC record service, or
  • Manual OCLC download.

→ API is a financially practical option for CUNY libraries under current contract terms, especially if brief records can be replaced reliably later.

Summary Table: EDI vs. API for GOBI Ordering