Getting Started

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Copyright Ex Libris Limited, 2020. All rights reserved.Document released: November 2020Web address: http://www.exlibrisgroup.com

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The information in this document will be subject to periodic change and updating. Please confirm that you have the most current documentation. There are no warranties of any kind, express or implied, provided in this documentation, other than those expressly agreed upon in the applicable Ex Libris contract. This information is provided AS IS. Unless otherwise agreed, Ex Libris shall not be liable for any damages for use of this document, including, without limitation, consequential, punitive, indirect or direct damages.

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TRADEMARKS

Ex Libris, the Ex Libris logo, Alma, campusM, Esploro, Leganto, Primo, Rosetta, Summon, ALEPH 500, SFX, SFXIT, MetaLib, MetaSearch, MetaIndex and other Ex Libris products and services referenced herein are trademarks of Ex Libris, and may be registered in certain jurisdictions. 

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Google is a registered trademark of Google Inc.

iPhone is a registered trademark of Apple Inc.

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Alma IntroductionThis section includes:

• Alma Overview

• The URM Vision

• Alma Advantages

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Alma OverviewEx Libris Alma is a secure, scalable end-to-end library software system (ILS) for managing the acquisition, sharing,cataloging, and use of all kinds of resources, including physical and electronic books, physical and electronic periodicals,and digital resources (such as audio, image, and video files).

Alma supports the entire suite of library operations—selection, acquisition, metadata management, digitization, andfulfillment — for the full spectrum of library materials, regardless of format or location.

Recognizing libraries’ present and future needs, and in collaboration with diverse global partners, Ex Libris has developedthe Alma next generation library management service to consolidate, optimize and extend the range of library services,which includes:

• Consolidate – Unify the disparate systems today’s libraries manage for electronic, digital, and print resources

• Optimize – Optimize workflows through shared data and collaborative services as well as a cloud-based infrastructure

• Extend – Redirect resources to focus on extending library services within and outside their institutions in direct supportof teaching and research goals

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The URM VisionDesigned not only to improve systems, but to support totally new services and initiatives, Alma and the wider URM UnifiedResource Management TM framework deliver:

• Improved analytics that tie the value of the library and its services more closely to important institutional outcomes,

• Expansion of metadata management and curation beyond traditional content to include research data sets, and

• Support for joint collection development models that allow libraries to truly collaborate and thereby maximize theinvestment in their collections.

The URM vision includes:

• Unified resource management – Supports the entire suite of library operations for print, electronic, and digitalresources.

• Collaborative Metadata Management – Brings high quality, shared metadata into the resource managementenvironment in a unique, hybrid model that balances global sharing with local needs.

• Smart Fulfillment – Provides fulfillment services to users in terms that are easy to understand, while using unifiedworkflows and analytics capabilities to streamline and optimize fulfillment workflows.

• Optimized resources and data – Simplifies library workflows by using a unique automated business processes andshared data.

• Cloud-based service – Increases the return on investment and reduces the total cost of ownership of the library’sinfrastructure by providing access to shared data and services.

• Intelligent collection development – Allows you to maximize your collection development budget with selection,acquisitions, and evaluation processes informed by usage information, cost per use, and the holdings of peercollections.

• Ex Libris open platform – Web-based, open interfaces seamlessly integrate to other systems including externalcampus systems. Libraries can develop adapters and plug-ins to meet their institutions’ unique needs.

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Alma AdvantagesAlma is the culmination of an Ex Libris initiative launched in 2007 to develop a new kind of library system. Ex Librisunderstood that economically driven decisions are becoming increasingly important in the library market and, as a result,efficiency and reducing the total cost of ownership were the primary drivers in designing Alma.

Developed in partnership with leading academic libraries, Alma streamlines procedures by incorporating the managementof all resources – electronic, digital, and print - into one system. Provided on a software-as-a-service (SaaS) basis, Almaenables libraries to reduce the burden of implementing software updates. As a result, the library can focus more of itsresources on supporting the academic objectives of the university. Finally, best-in-class analytics show libraries exactly howtheir resources and services are being used and help managers make effective, data-driven decisions.

Together, the Ex Libris Primo discovery and delivery system, the Rosetta system for the long-term preservation of digitalassets, the Leganto system for managing course resource lists, the Esploro system for maximizing visibility, efficiency, andcompliance of research activities, and the Alma library management solution constitute a platform for transforming thecollection-focused library into an essential, service-focused component of a research institution.

An Easy Move to AlmaAlma is not a big capital project, and you may find that the annual subscription is not much different from what you’realready paying for your solutions. When you add your current hardware and maintenance overheads into the equation,Alma might well be considerably less expensive - even before you’ve taken into account all the efficiency and workflowadvantages that Alma gives you.

As for implementation, you don’t need to tie up a large part of your staff in a time-consuming process. A cloud-basedsolution, Alma is quick to implement, requiring little time from your staff to bring it into production.

The SaaS ModelAlma’s SaaS model ensures that monthly updates are made with no involvement from your team, enabling them to focuson other important activities.

With data centers across the globe, your data will be stored in the center closest to your institution, ensuring, for example,that European data stays in Europe. Each data center meets the most rigorous standards related to security, highavailability, and cloud computing and complies with local data privacy and security laws. In addition to a dedicated securityofficer, our dedicated cloud team monitors operations on a 24 x 7 x 365 basis. For additional information,see https://www.exlibrisgroup.com/services/cloud-services/.

A Unified DesignUnlike services that are essentially a collection of separate software environments linked together, Alma provides oneservice that consolidates the functions needed to manage all your electronic, digital, and print resources. Alma supports theentire suite of library operations - selection, acquisition, metadata management, digitization, and fulfillment - for the fullspectrum of library materials, regardless of format or location. By unifying management and workflows across diversecollection and locations, Alma generates cost savings for individual institutions as well as consortia, and helps your library

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work more efficiently and effectively.

Analytics and Data-Driven Decision MakingAlma includes a strong suite of analytics tools that collect and analyze many kinds of data, such as cost and usagestatistics, to help library staff and managers make informed decisions. Working behind the scenes, Alma Analytics enableslibraries to extract and interpret the information that they require from across the library. For example, library staff canmonitor the usage of resources from a specific vendor and also examine the relationship between expenditures onsubscriptions packages and their usage.

CustomizationAlma was designed with the understanding that each library has its own requirements for a library solution. To fulfill thespecific needs of every institution, a business-process engine sits behind all the workflows in Alma and enables each libraryto set its own rules and customize its automated workflows. System-managed workflows enable Alma to automate manyworkflows that currently require manual work. As a result, staff members need to deal only with exceptions that they havepreviously defined and tasks that require decision making.

Information in Alma is interconnected, allowing a user to, for example, navigate from a purchase order line to the linkedvendor, fund, or license.

Each page in Alma displays a persistent link to the task list, helping staff keep focused on the jobs at hand. Everythingwithin Alma - from the personalized dashboard to the ever-present menu bar to the search box - has been designed withbuilt-in flexibility to suit the workflows of each library and librarian.

Shared Data: The Institution and Community ZonesTo promote sharing across the Alma community, Alma’s metadata-management environment supports a Community Zonecontaining shared metadata provided by libraries around the world, including national libraries. While they keep ownershipof their metadata and authority files, the Community Zone allows open access to the data. As part of our commitment to anopen-data policy, Ex Libris has set up an advisory group that is tasked with safeguarding it.

Alma’s Collaborative Networks enable consortia and individual institutions to collaborate in more streamlined and efficientways. The network of collaborations enables institutions to partner with peers to achieve goals. In addition, Alma’sInstitution Zone makes a library’s local catalogs visible only to users of the specific library.

An Open SystemUsing web-based open interfaces, you can integrate Alma seamlessly with other systems, including external campussystems, and you can develop adapters and apps to meet your institution’s unique needs. All the information about Alma’sweb services and integration options resides in a single place, on the Alma Developer’s Platform website. There, you canview and download APIs, web services, examples, documentation, and integration tools.

Ex Libris envisions a future in which the library integrates not only with traditional campus (enterprise) environments (suchas financial and student information systems), but also interacts with e-research environments and the other components ofthe dynamic scholarly communications infrastructure.

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CollaborationAlma institutions can quickly and easily share setups and configurations with the worldwide Alma community, contributingto and copying from the community.

Normalization rules, cataloging templates, import profiles, publishing profiles, and more can be contributed to theCommunity Zone and copied from the Community Zone, after which they can, if necessary, be modified for local use.

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Alma TopologiesThe organizational structure of an institution(s) and its libraries reflects an understanding of how to achieve the best resultswhen processing each library’s workflows. It must maintain an efficient division of roles and responsibilities betweendepartments, but not lose the benefits of having multiple departments collaborate and share data. It is crucial for theinstitution to define an organizational structure that is both efficient and reflective of how the library processes will beoptimally managed.

Alma and Primo topologies are highly interconnected. Topology decisions of one system affect the topology decisions thatshould be made for the other. Both systems can be deployed in several ways in consortia environments, providing thecapability for a consistent information environment across all institutions. The central office distributes and delegatesadministrative responsibilities to specific individual member institutions, and allows individual member institutions to retainaffiliation/identification of certain data within the shared environment.

Understanding these systems' capabilities and their dependency on the organizational structure is key to a successfulimplementation process.

Organizational Levels and Alma TopologiesAlma (and Primo, which is configured accordingly) support a number of main organization levels:

• Alma Institution

• Alma Library

The Alma institution is the basic level of data and workflow management in Alma.

The Alma library is comprised of one or more physical locations, each of which is normally housed in a single building or inseveral buildings in close physical proximity. A library may have several locations within it, such as the circulation desk anddigital archiving. Each Alma Institution can have multiple Alma libraries.

In addition to the institution and library organizational levels, Alma provides two additional optional organizational levels, acampus and a collaborative network. (These two optional levels are used only in specific cases, as described below.)

• A campus is a group of libraries. Every library can optionally belong to a single campus (see Managing Campuses).A campus is used to manage:

Institution/Library Hierarchy

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◦ The discovery of electronic resources within campus libraries (see Configuring Distributed Access to ElectronicResources)

◦ The priority of discovered physical resources and the physical location from which discovery is being made

◦ The allowed pick-up location of a physical resource

• The collaborative network is a group of institutions that coordinate and share data and processes.

Some collaborative network features require Alma’s Network Zone (see Introduction to the Network Zone). Others requireimplementing a fulfillment network (see Fulfillment Networks) or a resource sharing network (see Resource SharingWorkflow). A collaborative network may incorporate one or more functions that include:

• Shared Catalog – A shared Metadata Management System, where institutions and libraries contribute and make useof a single shared catalog

• Acquisitions Network – Where institutions and libraries share/manage a joint acquisitions process and sharedelectronic inventory

• Fulfillment Network – Where institutions and libraries share fulfillment services, enabling patrons of a memberinstitution to directly request or return items at other member institutions in the network.A fulfillment network can also be set up for individual institutions that are not part of a consortium.

• Resource Sharing Network – Where institutions share resources through ILL

The Alma InstitutionThe Alma Institution is the main building block of the organizational structure. It enables consolidated management of keyworkflows. The institution manages the following data as a single list, accessible to all institution staff with the relevant roles(authorization):

• User management – Alma handles permissions via role-based management. The system includes an out-of-the-boxset of roles relevant to library management (for example, Acquisitions, Fulfillment, and so forth) while also allowing forthe definition of role profiles that represent a predefined set of roles. The use of profiles decreases the need to redefinethe roles and privileges for each new user, and also enables bulk update in case of a change to the profile. While Almaoffers granular permissions functionality, the interface for configuring permissions is intuitive and easy to use.

• Vendors – Vendor records hold information about the vendors from which purchasing of physical or electronicresources is handled. This includes attributes such as the vendor's type (material supplier, access provider, orlicensor), the used currencies, the libraries that may buy from the vendor, and so forth. The attached vendor accountsinclude additional account specific information, such as the payment method and delivery and claim information.Vendor records are mandatory in order to be able to complete a purchasing process in Alma.

• Licenses – For licensed material (such as subscriptions to electronic resources), Alma can manage a copy of thelicense and associate it with the licensed resources. It is possible to associate a specific license with the activatedelectronic resources.

• Metadata management – The catalog metadata is shared and managed at the institution. All catalogers of theinstitution have access to the catalog, as per their cataloger role permission and cataloger level. The inventory,regardless of it format (physical, electronic or digital), is manageable at the specific library level.

• Configuration – Various settings such as metadata definitions (e.g. validations), acquisition related definitions (e.g.purchase cancellation reasons) as well as user related definitions (e.g. statistical categories) are managed at the Almainstitution level

• Integrations – Alma supports various integration points for interacting with external systems such as: IdentityManagement, Import/Export to Financial Systems, Import from Student Information Systems. The definitions related tothese integrations are managed at the Alma institution level. Please note that in some cases there may be multiple

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definitions (e.g. Authentication in Alma can accommodate up to 5 different LDAP servers).

• Resource sharing partners – The resource sharing partner records hold attributes of the peer partners with which theresource sharing workflows are managed. Partner records attributes of potential borrowing or lending libraries, such astheir communication method and their average time to deliver. The partners are then arranged in partner rotatemplates which are used to group partner records in functional groups. Although the partners list is managed by theinstitution, the partner rota templates may be independently managed by each library.

Alma LibrariesLibraries share the management of many data elements and workflows, as listed above. However, there are many optionsfor libraries to separately manage aspects of their workflows, such as:

• Operator/staff rolesSome staff may be granted roles for working only in the scope of a given library. The roles are listed in Managing UserRoles.

• Fulfillment

◦ Policies - If libraries have unique fulfillment policies that are not shared with other libraries, they may set up library-level policies.

◦ Resource sharing rota templates and rules - Resource sharing libraries that have unique rota managementrequirements can set up rota templates that are independent of the rest of the institution

• Acquisitions

◦ Purchase orders – Libraries can manage their acquisitions separately from one another, with each one managingits own PO lines.

◦ Fund ownership and availability – Funds may be owned by specific libraries and may be made available for POlines of specific libraries only.

◦ Vendor availability – Libraries may be able to contact vendors that are not shared with the rest of the institution.

◦ Invoices - Invoices record actual purchase payments and are linked to the purchase orders and to funds. Invoicescan be electronically updated in the system--for example, via EDI--or internally triggered in the system. Invoicescan be owned by libraries. Only users with an Invoice Operator role at the library have access to library-ownedinvoices.

◦ Inventory – Physical and electronic inventory can be owned by libraries.

Alma CampusesMultiple campuses may be implemented when there are geographically dispersed campuses with which patrons areaffiliated, and there is need to group fulfillment services for each campus, such as:

• Inventory Control:

◦ Limiting the availability of electronic resources to specific campuses

◦ Externally exposing the catalog (via Z39.50) sliced by campus level ownership of inventory

• Fulfillment:

◦ Limiting allowed patron pick-up locations for requested resources by campus

◦ Grouping lists of pick-up locations by campus

◦ Limiting and controlling the availability of other services based on campus-level considerations

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The Alma Collaborative NetworkThe Alma Collaborative Network is a network of Alma institutions connected together to facilitate collaboration/sharing ofdata and workflows. In some cases a collaborative network requires the Alma Network Zone.

An Alma Network Zone may be set up where one of the following is required:

• Shared Catalog – A shared catalog consists of a single metadata catalog that is shared by all libraries. The singlecatalog source can also easily serve as the source for a shared discovery experience.

• Shared Acquisitions – Shared acquisitions consists of centralized purchasing of e-resources that are available to themember libraries.

• Centrally managed configurations – Additional functionality can be implemented on top of the Network Zone tofacilitate centrally managed configurations for the following:

◦ Shared fulfillment – The Network Zone can be used to centrally manage fulfillment policies and terms of use. Thecentrally managed policies and terms of use are then dispatched to all members of the network, where they areused in the local members’ fulfillment rules. This achieves a high level of consolidation in the fulfillment area, withagreed upon policies and terms of use being used by all members of the network.

◦ Resource sharing – The basic configurations of the resource sharing component may be centrally managed atthe Network Zone and shared by all members of the network. This includes a shared list of: Using a consolidatedconfiguration set achieves the goal of unifying the user experience and library back office processing across alldisparate libraries.

▪ Resource sharing partners

▪ Resource sharing rota templates and assignment rules

▪ Workflow profiles

▪ Locate profiles

◦ Vendors – Vendor records can be centrally managed at the Network Zone. Routine and automatic dispatching ofthe vendor records to all network members achieves the goal of having a single list of vendors that is usedthroughout all members of the network but is managed centrally by a single office.

◦ Mapping tables – Mapping tables govern a variety of system behaviors across all functional elements of thesystem. Maintaining a centrally managed mapping tables set is key to creating unified and consolidated workflowsat the network members across the system.

An Alma Network Zone is not required if only the following collaboration is desired:

• Shared Fulfillment/Circulation – Where institutions and libraries share fulfillment services, enabling patrons of amember institution to directly request or return items at other member institutions in the network.

• Resource Sharing Network - Where institutions share resources through Interlibrary Loan

Further information on the entities that can be managed on each level can be found below.

Management Level

Network Institution Campus Library

General

Authentication X

Branding (user X

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Network Institution Campus Library

interface settings)

Calendar X X

Contact address X X

Letter activity X

Staff user roles X X (most fulfillment acquisition)

Time zone X

User management X

User ManagementConfiguration

X X

GeneralConfiguration

X X

Acquisitions

Communication X X

E-Activation task list X

Exchange Rate X

Fiscal periods X

Finance system(ERP)

X

Funds and Ledgers X X X

Invoices X X X

Orders X X X

Patron DrivenAcquisition (PDA)

X (usage) X

Purchase Request X X X

Trials X

Usage Data X X

Vendors X X X (usage)

Vendor Account X X

Configuration X

Resource Management

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Network Institution Campus Library

External SearchResource

X X

Import Profiles X

Integration ProfileX (SRU/

Z39/SAML)

X (SRU/Z39/SAML)

InventoryX

(electronic)Bulk changes are doneon an institution level

X

Metadatamanagement

X X

Configuration X X

E-resources

Coverage X X X X

Licenses X X

Link resolver access X X X X

Proxy X X X X

Fulfillment

Copyrights X

Course reserves X

Discovery InterfaceDisplay Logic

X X X

Fines and Fees X

Loan XX (can define that only specific operators can work in specific

libraries and only certain patrons can loan from there)

Patron Configuration X

Remote storage X (definition) X (usage)

Requests andbooking (pickup)

X X

TOUs and policies X X X

Work order X X

Configuration X X X (library details, locations, circulation desks and departments)

Resource Sharing

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Network Institution Campus Library

Borrowing requests X X (usage, TOU and policies)

Lending requests X X (usage, TOU and policies)

Partners X X

Rota Template X X X

Configuration X X X

Publishing and Primo

(in Primo) Possibilityto give its own view

X X X

Bor info for just thislevel

X

Publishing Profile X X

Publishing to OCLC X X

Analytics

X X (by criteria’s)

Multiple Institutions as a Single InstitutionThere are two options for implementing Alma and Primo across multiple institutions:

1. Multiple Alma institutions with a Network Zone

2. A single Alma institution with Multiple Alma libraries

Multiple Institutions with a Network ZoneThe advantages of deploying Alma across multiple institutions with a Network Zone are:

1. The network organization level provides integrated and shared management for bibliographic records, vendors,licenses, user records, circulation policies, and more.

2. Analytics and reporting can be done across all institutions, as well as for individual member institutions (access at thenetwork level is controlled, preventing unauthorized access to data between different member institutions).

3. The individual institutions are able to operate on their own when relevant:

1. The member institutions can operate with differing workflows, collection profiles, operational requirements, andusers.

2. The solution is flexible enough to accommodate individual institutional preferences while retaining the ability toeliminate duplicate record-keeping and redundant procedures across member libraries.

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3. Individual institutions can negotiate and purchase resources on their own, using their own fund and vendordefinitions.

4. Supports individual member-only purchases, multi-institution purchases, and multiple but not all inclusivepurchases.

4. Each institution can customize and brand their letters and patrons communication (Alma supports these customizationat the Alma institution organization level).

5. Future new member institutions are easier to migrate and implement when a multi Alma institution topology is inplace.

The disadvantages of deploying Alma across multiple institutions with a Network Zone are:

1. There is some overhead associated with managing configurations in multiple Alma institutions (although the NetworkZone can be used to centrally manage some of the configurations, and is of a much lower scale than managementneeded for multiple installations of legacy ILS).

2. The different members have the capability to deploy unique policies. This capability might risk existing policy andworkflow alignment and standardization across member institutions.

3. External applications using Alma’s RESTful APIs may need to perform calls at each member institution in order toupdate the system data.

Note: this model has been adopted by close to 30 consortia around the world. Most Alma/Primo consortia use this option.

Single Institution with Multiple LibrariesThe advantages of deploying a single Alma institution (to represent the entire collaborative network) are:

1. Simplified administration, since there is a single Alma institution to administer.

2. All collaboration required (including shared catalog and shared acquisitions) can be achieved without the need toadminister a Network Zone.

3. Creating a single Alma institution will probably drive a process to unify/align policies across all institutions, since it iseasier to manage in single Alma institution.

4. Implementation may be easier for a single Alma institution, since there is no need to provision and configure separatemember institutions.

The disadvantages of deploying a single Alma institution (to represent the entire collaborative network) are:

1. All member institutions must share the same patron communications branding (letter customization is the same forthe entire Alma institution).

2. All members must share management of vendors and licenses.

3. All members can see each other's data in Alma Analytics (Alma Analytics cannot restrict data to the library level).

4. Integrations and Interface definitions are managed centrally for the entire Alma institution. Individual members cannotmanage these settings separately.

5. All members must manage their e-resources, activations, coverage, and so forth in a single shared environment, withlimited ability to fully separate the data for each member.

Note: This model has been adopted by a small number of consortia.

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Topologies for Alma and PrimoDecisions made for determining the proper Alma topology must take into account the relevant Primo topology. Below arethe topology relationships between these systems:

Alma Topology Primo Topology

Single Alma institution Single Primo institution

Multiple Alma institutions (no Network Zone) sharing catalog, unioncatalog, or searching in other institutions

Primo institution for each Alma institution. Each institutionmanages its own data. Has shared scopes.

Multiple Alma institutions with a fulfillment network (no Network Zone)Primo institution for each Alma institution. Each institutionmanages its own data.

Multiple Alma institutions with a Network Zone Primo institution for each Alma institution.

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Alma Sandbox EnvironmentsYou can safely test changes in Alma (or Leganto) using the Alma sandbox environment, and changes in Primo VE usingboth your Alma and Primo VE sandbox environments. The Alma and Primo VE sandboxes provide a means for you todevelop, test, and train without making your changes visible to patrons and compromising the data in your productionenvironment. The sandbox environments are completely isolated from your production environment. Any actions performedin the sandboxes do not affect your production environment, and any actions performed in your production environment donot affect the sandboxes.

If you are working with Primo and not Primo VE, see Alma-Primo Sandbox Integration.

As part of a standard Alma and Primo VE offering, Ex Libris provides a standard sandbox for both Alma and Primo VE. Thestandard sandbox contains a significant amount of data (about 70,000 records) provided by Ex Libris that you can use forstaff training and testing business scenarios, new enhancements, and integration with other systems, without affecting yourproduction environment. Changes in the Alma sandbox can be seen within the Primo VE sandbox.

After "Go Live", Ex Libris also offers an Alma premium sandbox (for an additional annual fee). This sandbox contains a fullreplication of the data and configurations from your Alma and Primo VE production environment. It can also be used fortraining, testing, and development purposes. When you purchase the premium sandbox, it replaces your standard sandbox.Note that with the Alma February 2019 release, Ex Libris introduced a new premium sandbox policy. For information on thenew policy, see Ex Libris New Premium Sandbox Policy: Frequently Asked Questions.

Alma Sandbox Environments and the Implementation TimelineDuring the initial phase of implementation, Ex Libris provides access to the Alma standard sandbox, which you use to learnand become familiar with Alma as your institution is undergoing Alma training. For more information on logging into Almaand Alma domains, see Your Alma Domains

As you progress in your implementation of Alma, you continue to use the Alma standard sandbox for training purposes.During training, focus on end-to-end business processes and prepare your project team to review product functionality andtest data migration following the delivery of the Alma production environment. After you receive your Alma productionenvironment during the implementation phase, the majority of your implementation work will take place on the Alma

• Most Alma customers use the standard sandbox available from Ex Libris as part of the standard offering. Thepremium sandbox may be relevant in specific cases, as described below in Differences Between the Standard andPremium Sandboxes.

• A single institution cannot have both a standard sandbox and a premium sandbox simultaneously. You alsocannot mix grades of Alma and Primo VE sandboxes. For example, if you have an Alma premium sandbox, youmust also have a Primo VE premium sandbox.

• The sandbox environments are updated with the new monthly releases two weeks before the general release tothe production environments (typically, this means that the sandbox environments are updated on the second tolast Sunday of each month; refer to the exact release schedule published by Ex Libris).

• APAC customers must use the accelerated Alma domain for production only. The sandbox does not support theaccelerated Alma domain.

Note

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production environment until "Go-Live." However, it is still common to continue to use the standard sandbox to assist inconfiguring your required integration and authentication setup, and to perform internal staff training. Upon "Go-Live," whenyour Alma production environment contains your "live" data, the sandbox remains an especially useful environment forongoing staff training and testing new features with each Alma release, before using these features on your live Almaproduction environment.

A premium sandbox, which replaces your standard sandbox and contains all of your institution's data and configurations, isnot available during implementation.

Alma Sandbox Refresh RequestInstitutions with an Alma standard sandbox are entitled to request a refresh from the clean, standard Ex Libris training dataup to once every quarter. Each sandbox refresh is not performed automatically; you must request one explicitly. To requesta sandbox refresh, you must open a support case in the Ex Libris customer center CRM indicating your institution's nameand the desired time frame for the sandbox refresh. You must provide at least 30 days notice between the request and thedesired refresh date (refresh requests may not be for future quarter schedules). Ex Libris will schedule the standardsandbox refresh based on the request and availability of cloud operation scheduling, and will update you with the finalplanned schedule through the CRM support case. During the actual refresh process (which typically lasts up to 4-5 days,depending on the institution size), the sandbox will be unavailable. Once completed, the CRM support case is updatedaccordingly.

Premium sandboxes are automatically refreshed by Ex Libris twice a year, in February and August, on the Sunday after theAlma release on production environments. For more information, see Ex Libris New Premium Sandbox Policy: FrequentlyAsked Questions.

See Recommended Configuration to Account for Sandbox Refresh for one-time steps to perform so that authentication onyour sandbox continues to work seamlessly after every refresh without any additional configuration, or with minimalconfiguration.

Differences Between the Standard and Premium SandboxesThe following table lists the differences between the standard and premium sandboxes for several key areas and taskswithin Alma.

Alma Standard vs. Premium Sandbox

Area of Alma Task Supported Sandbox Type

Training

Alma training during implementation Standard (premium not available before "Go Live")

Try out and learn new functionalities and features following arelease; ongoing training following "Go Live"

Both standard and premium

Data services Load patron records • Standard – Up to 10K additional records

If you are using your sandbox for authentication with one of your IdP authentication systems, you must ensure thatyour sandbox domain/URL is recognized by your IdP system.

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Area of Alma Task Supported Sandbox Type

(beyond the standard sandbox data)

• Premium – Up to 50% or 100K (whichever isless) additional patron records beyond the totalmanaged on the production environment

Import bibliographic data (including e-books, digital resourcemetadata, and authority records)

• Standard – Up to 100K additional records(beyond the standard sandbox data)

• Premium – Up to 20% or 500K (whichever isless) additional records beyond the total numberof bibliographic records managed in theproduction environment

Publish bibliographic data to the Primo sandbox

• Primo:

◦ Standard – Publishing records to Primo notallowed

◦ Premium – Up to 10K records, by selectedset

• Primo VE:

◦ Standard – A representation of thestandard Alma sandbox data

◦ Premium – A full representation of the Almapremium data which was replicated fromproduction

Note that changes to records in the Alma sandboxwill be seen within the Primo VE sandbox.

Classification and heading enrichment

• Standard – Not supported.

• Premium – Data copied from production isenriched. New data, created in the sandbox, isnot enriched.

Load digital objects to the Alma cloud storage (Amazon S3)

• Standard – Up to 10Gb total storage size

• Premium – Up to 50Gb total storage size

Perform global data changes Both standard and premium

Search for records in the Community Zone, see what e-records areavailable, activate global e-inventory in the Institution Zone

Both standard and premium

Fulfillment Test changes to fulfillment such as fulfillment configuration, loans, Both standard and premium

For the premium sandbox, files that belong to records that arerefreshed from the production environment can be viewed, butcannot be modified.

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Area of Alma Task Supported Sandbox Type

and courses requests, fine/fee assignment, notices, and coursesStandard is limited to 1,000 reading lists (includingLeganto).

Acquisitions

Perform trial runs of EDI and EOD Both standard and premium

Perform trial runs of fiscal period closure Both standard and premium

Test acquisition workflows, such as purchase order claims andcancellations, or returns of material

Both standard and premium

Export requests for payment Both standard and premium

Systemadministration

Test changes to authentication settings Both standard and premium

Test changes to configuration settings Both standard and premium

APIintegrationstesting

Test Alma API developments

Both standard and premium

Data andconfigurationrefresh

Refresh the sandbox data and configuration. This deletes all dataand configuration on the sandbox and replaces it with:

• Standard – The standard data and configuration that Ex Librisprovides (handled by opening a support case in the Ex Libriscustomer center CRM)

• Premium – The copy of your most recent production data andconfiguration (handled automatically twice a year, in Februaryand August, on the Sunday after the Alma release onproduction environments)

Both standard and premium, as stipulated

Logocustomization

Customize the sandbox with your own logo and color scheme. Notethat a sandbox refresh resets all customizations performed on thesandbox.

Both standard and premium

Additional ConsiderationsThe following are additional considerations to take into account regarding the Alma sandboxes:

• Neither the Alma premium nor the Alma standard sandbox includes Alma Analytics. Alma Analytics runs on top of adesignated data warehouse (not on top of production data), in a read-only mode. Since production data is notimpacted, it is safe to use the Alma Analytics available using the production environment to test and develop newreports (a sandbox is not required).

• In an Alma standard sandbox, data and configurations on the sandbox are reset with every sandbox refresh. In anAlma premium sandbox, all data and configurations are copied from your production environment as part of a refresh.

Analytics APIs are not available on either a standard orpremium sandbox. They are available only in a productionenvironment.

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These replace any data and configurations on the sandbox.

• Both the Alma premium and Alma standard sandboxes are limited to 30 active/distinct users who may log in (you maycreate generic users for sandbox login such as TEST_1, TEST_2, and so forth).

• A single institution cannot have both a standard and a premium sandbox environment. Following "Go Live", you mustchoose between these two options.

Multiple Sandboxes in a Collaborative NetworkFor a collaborative network, Ex Libris provides two Alma and two Primo VE standard sandboxes as part of a standardsubscription. If your collaborative network implements a Network Zone, Ex Libris provides an additional Alma and anadditional Primo VE standard sandbox for the Network Zone, which is linked to the two sandbox members. A collaborativenetwork acquiring the premium sandbox option can choose the number of premium sandboxes to acquire (based onsandbox guidelines noted below). Typically, a collaborative network implementing a Network Zone purchases a NetworkZone premium sandbox (a copy of the Network Zone), and several premium sandboxes to serve as copies of selectedrepresentative member institutions. If any member institution opts to acquire a premium sandbox, you must purchase aNetwork Zone premium sandbox as well. Standard and premium sandboxes cannot be mixed within a collaborative network(they must be all standard or all premium). If one institution member opts for a premium sandbox, all of the other entitledsandboxes in the network, including the Network Zone, must upgrade to premium as well. Similarly, decisions regarding thenumber of member sandboxes are relevant for both Alma and Primo VE.

Additional InformationTo simulate production-like results in an Alma sandbox when performing a search, holdings of all members are included,including the holdings of members that do not have a premium sandbox.

Member institutions that do not acquire premium Alma and Primo VE sandboxes are able to test their Primo VE viewswithin the preview sandboxes (to test search functionalities, UI changes, etc.) The preview sandbox uses data that iscopied from the institution's production environment. However, configuration changes can be made only after acquiring apremium sandbox.

Alma Sandbox Topology Guide for Collaborative Networks

Implementing a NetworkZone Default Standard Sandboxes Recommendations for Premium Sandboxes

Yes

Total of 3:

• 1 standard for the Network Zone

• 2 standard shared by memberinstitutions

• 3 premium to replace the standard sandboxes (Network plustwo members)

• Additional premium sandboxes can be purchased

No 2 standard shared by all institutions• 2 premium to replace the standard sandboxes

• Additional premium sandboxes can be purchased

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Differences Between the Alma Sandbox and the Production EnvironmentAs discussed in Overview of the Alma Sandbox Environments, the Alma sandbox and production environments arecompletely separate from one another and cannot impact one another. The sandbox provides you with a safe environmentfor training and testing.

The following table delineates the main differences between the Alma sandbox (both standard and premium) and yourproduction environments.

Alma Sandbox vs. Production Environment

Area ofAlma Alma Production Alma Sandbox

Emailservices

Email services are active by default, using realemail addresses that were loaded to Alma from SISand other sources

Email services are disabled by default. You can activate the emailservices (for testing purposes) by entering email addresses in theEmail Include List mapping table (see Configuring Allowed Emails).Email services are handled in this manner in order to preventunintended emails from being sent.

AlmaAnalytics

Provided as part of Alma and accessible to Almausers. Alma Analytics supports the creation andtesting of new reports without distributing them,providing limited access to specific users. Thisenables you to test new reports prior to theirdistribution.

Alma Analytics is not part of the sandbox. Instead, new reports can besafely created and tested in your production environment beforedistributing them to production users. Analytics APIs can also be usedwith a production environment and are read-only in nature.

Number ofusers

Limited according to your subscription parameters Limited to 30 active/distinct users who may log in.

Integrationswith third-partysystems

All integration interfaces are available and enabledby default.

FTP for publishing to Primo is available in a modified form (seebelow).

Other integrations involving FTP are disabled by default. You canenable specific FTP addresses for communication by entering FTPhost names/IP addresses in the FTP Include List mapping table (seeConfiguring Allowed S/FTP Connections During Testing). This enablesthe testing of FTP-related integrations with third-party systems.

All other integration interfaces are available and enabled by default.

CommunityZonecontributionjobs

Ability to contribute bibliographic record changesand other electronic resources to the CommunityZone is available from the production environment.You can define publishing and other jobs asrequired.

Users of sandbox environments can use the Community Zone, but willnot be able to make changes or contribute material to the CommunityZone from sandbox environments.

The sandbox environments will not include any Community Zoneupdates for activated Community Zone content.

Schedulingof jobs

Ability to automatically schedule jobs according tothe available scheduling options.

The automatic scheduling of jobs is unavailable on sandboxenvironments.

You can run jobs manually on demand by selecting Run Now (whenavailable) on the profile configuration page, or by selecting Run Nowfor the job in the Scheduled tab on the Monitor Jobs page(Administration > Monitor Jobs).

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Area ofAlma Alma Production Alma Sandbox

Publishing toPrimo andthe Primosandbox

You can define the publishing to Primo job asrequired.

Primo – The Alma premium sandbox can publish up to 10K selectedrecords to the Primo sandbox (premium or standard)

Primo VE – Changes to records in the Alma sandbox will be seenwithin the Primo VE sandbox.

Environmentinfrastructure

The Alma production environment runs on a highlyscalable infrastructure, using high availability andredundancy capabilities across all layers of theinfrastructure.

The production infrastructure can scale andaccommodate a high performance load.

Sandbox environments use scaled-down infrastructure that provideyou with cost-effective testing environments.

The sandbox environment does not match the production environmentin sizing/strength and cannot be used to benchmark/time batchloading of records or performance of API calls.

Digitalobjects inthe Ex Libriscloud

The production environment includes the digitalresource metadata and all the digital objectsloaded to the Ex Libris cloud storage, according tothe subscription agreement.

Sandbox environments (premium or standard) do not contain areplication of the digital objects that were loaded by the customer tothe Alma production environment. Note that the premium sandbox willcontain the digital resource metadata.

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Recommended Configuration to Account for Sandbox RefreshEx Libris refreshes premium sandboxes by copying all Alma production data, including authentication profiles, to thesandbox. If the sandbox requires a different authentication profile than the one on the production server, the refresh has thepotential to break authentication to the sandbox.

This guide presents one-time configuration steps for authentication profiles that all institutions should perform on theirproduction server to avoid having to perform small configuration tasks on your sandbox after every refresh. If you performthese one-time steps, authentication on your sandbox will continue to work seamlessly after every refresh withoutany additional configuration, or with minimal configuration.

If you require further assistance, contact Ex Libris customer support.

For customers using LDAP:

For more information, see Supporting LDAP.

Ex Libris recommends that you use the same LDAP profile for both the production server and the sandbox. In this case, noadditional configuration of LDAP is required on the sandbox after a refresh.

For customers using SAML or CAS:

For more information, see SAML Based Single Sign-On/Sign-Off and CAS Based Single Sign-On/Sign-Off.

If the production server and the sandbox use the same SAML identity provider or CAS service, Ex Libris recommends thatyou use the same authentication profile in both environments. In this case, no additional configuration of SAML or CAS isrequired on the sandbox after a refresh.

Note that you must create a separate SAML relying party trust for the sandbox on the SAML identity provider side and/oryou must authorize the sandbox to use the CAS service.

If the production server and the sandbox use different SAML identity providers or CAS services, copy the sandboxauthentication profile to the production server as a non-default profile.

After a refresh, you can log in to the sandbox using SAML or CAS with one of the following URLs:

• SAML: https://<Alma sandbox domain>/institution/{INST_CODE}/SAML/idpCode/{sandbox SAMLintegration profile code}

• CAS: https://<Alma domain>/institution/{INST_CODE}/CAS/idpCode/{sandbox CAS integrationprofile code}

For customers using social login:

For more information, see Social and Email Login.

Ex Libris recommends that you use the same social authentication profile on both the sandbox and the production server.In this case, no additional configuration of social login is required on the sandbox after a refresh.

For Primo customers:

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If the Primo sandbox is configured to work with the Alma production server, no additional configuration of the Primosandbox is required on the sandbox after a refresh.

If the Primo sandbox is configured to work with the Alma sandbox:

1. On both Alma production and premium sandbox servers, update the value of primo_test_pds_url (see ConfiguringOther Settings) to:For a PDS Profile: https://<pds_server>/pds?For a non-PDS Profile: https://<Primo Sandbox Base>/primo_library/libweb/webservices/rest/PDSUserInfo?

2. Follow the instructions for the Templates mapping table in Primo (see Delivery Subsystem) to configure env_type.

For Primo VE customers:

If you are using different PC keys for your premium sandbox and production environments, after a premium sandboxrefresh, you must add your sandbox PC key.

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Alma User Interface – General InformationThis section includes:

• Browser and OS Requirements

• Viewing System Status and Maintenance Announcements

• Logging Into and Out of the User Interface

◦ Configuring Alma and Primo to Use Your Institution-Specific Alma Domain

• Searching in Alma

◦ Advanced Search Logic: Differences Between the Classic and New UI

◦ Non-Preferred Terms in Repository Search

◦ Series Statements

• The Alma User Interface

◦ Recent Entities List

• GuideMe Frequently Asked Questions (FAQ)

• Using the Central Discovery Index (CDI) in Alma

• Performance

• Usability Improvements

◦ Layout Improvements

• New Metadata Editor Functionality

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Browser and OS RequirementsAs a true cloud solution, Alma requires only a browser for the end user. Alma supports all the leading browsers: Chrome,Firefox and Internet Explorer. There is an ongoing process of monitoring new browser versions and checking theircompatibility with Alma. Full browser support details are noted below.

Browser Display Resolutions and Other RequirementsThe Alma user interface is designed to work with the following screen resolutions and monitors:

• Minimum recommended monitor size is 17”; 19” is preferable.• Minimum required resolution is 1024x768 (1280*800 recommended).• For all browsers, you must enable JavaScript, cookies, and TLS (1.2 or later; earlier versions are not supported).

Most Alma cookies are removed at the end of your browser session. For general information about Ex Libris cookies, seehere.

Browser CertificationEx Libris’ browser certification policy is based on industry usage statistics.

The following table describes the certified browsers:

Certified Browsers

Browser Description

Microsoft®InternetExplorer®

Ex Libris makes every effort to test and certify the two most recent browser versions for Microsoft® Internet Explorer® whenits industry usage is over 20% of all versions of this browser, and as long as these versions are still supported by Microsoft®.

Microsoft® Edge is also certified.

Mozilla®Firefox®

Ex Libris makes every effort to test and certify the most recent stable version of Firefox on an ongoing basis.

In addition, Mozilla offers an Extended Support Release (ESR), based on the official release of Firefox for desktops, for useby organizations—including schools, universities, businesses, and others who need extended support for mass deployments.

Ex Libris will make every effort to test and certify the latest ESR version, after the overlap period between the older andnewer ESR version is over.

GoogleChrome™

As with Firefox, Ex Libris makes every effort to test and certify the most recent stable version of Chrome™ on an ongoingbasis.

Ex Libris recommends that you do not work with Alma or Alma related products like Leganto in multiple tabs of thesame browser. To work with Alma in multiple tabs, open each tab in a different browser (e.g., one tab in Chrome andthe other in Firefox).

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Browser Versions Not CertifiedEx Libris may discontinue certifying a certain browser version based on its industry usage. Issues reported that are specificto a browser version that has been discontinued will not be actively investigated or corrected.

Ex Libris gives prior notice when certification of a browser version is discontinued.

OS RequirementsIf you are using Safari on an iPad, Alma is supported on iOS 11 or later.

Google Chrome applies updates automatically.

Note

• For staff users, Alma certifies browsers whose total usage (across all versions) exceeds 20% for a certain time,based on industry usage statistics.

• Browser certification for Analytics may not be as updated as browser certification for Alma (since Analytics is usingOracle OBIEE), although we strive to ensure that updates for Alma are applied to Analytics as soon as possible.

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Viewing System Status and Maintenance AnnouncementsTo view system status and maintenance announcements, navigate to the website http://status.exlibrisgroup.com/. Thiswebsite presents the status of Ex Libris servers for all Alma instances. Your institution’s Alma instance appears at thebottom of the Help menu; select the Help link at the top of any Alma page.

The website displays any known performance issues, service disruptions, and scheduled maintenance.

Maintenance PageIf Alma is currently undergoing maintenance, then instead of the login page you will see this screen.

Maintenance Page

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Logging Into and Out of the User InterfaceFor connectivity requirements, see Network Communication in Technical Requirements for Alma and DiscoveryImplementation.

You receive your credentials (user name and password) and the URL for Alma access from your administrator (see YourAlma Domain Names). If you are the administrator, you received your credentials from Ex Libris professional servicesduring implementation.

Your Alma Domain NamesYour Ex Libris project manager provides you with the required domain names to access Alma. The domain names areunique for your institution.

For most purposes, including all HTTPS access, a single domain name is required. In all Alma documentation, this URL isreferred to as <Alma domain>. For example: university.alma.exlibrisgroup.com. (If you are using Leganto, youmay also have a Leganto URL, something like university.leganto.exlibrisgroup.com). Note that the domainprefix can contain dashes, but may not contain periods. For example, university-name.alma.exlibrisgroup.comis acceptable, but university.name.alma.exlibrisgroup.com is not.

Browser to Alma communication is conducted using SSL, over port 443. The URL to access Alma is https://<Almadomain>. Where required in the interface to configure other kinds of access to Alma (non-HTTPS, for example TCP/IP),you enter the domain name without the https://.

A second domain name is provided for configuring Primo’s access to Alma’s delivery; the second domain name is requiredfor technical reasons to enable staff users to have both Alma and Primo open simultaneously in the same browser. Thisdomain name is referred to in the documentation as <Alma delivery domain>. For example:university.userservices.exlibrisgroup.com.

Alma may be configured to use single sign-on with an external system (for example, SAML or CAS). In these cases,signing in to the external system automatically logs you in to Alma.

Note

For institutions that began working with Alma prior to November 2015 and for Alma standard sandbox environments,the default domain names are not institution-specific; instead, the Alma institution code is included in the URL path. Ifyour default domain name is not institution-specific and you want to start using your institution-specific domain name(relevant for production environments only), see Configuring Alma and Primo to Use Your Institution-Specific AlmaDomain.

Note

Ex Libris provides a separate URL to work with your sandbox environment. For information about your sandboxenvironment, see Alma Sandbox Environments.

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Alma Mobile Site URLWhen you access <Alma domain> to log in, or at any point while you are logged in, the URL in your web browser's URLbar will be <Alma domain>/mng/.... You can manually change the /mng/ part at any time to /mobile/ to access theAlma mobile app. For more information, see Introduction to Alma Mobile.

Logging in and Out

To log in to Alma:

1. Navigate to https://<Alma domain>. The Alma login page appears.

Your login page may be styled with your institution’s customized graphics, fonts, and colors. In the Chinese region,the Chinese ICP license appears on the page.

You may not be able to log in to Alma outside of a specific range of IP addresses. For more information, see Security.

Note

Login Page

If Alma is currently undergoing maintenance, you will see the maintenance page. Please try again, later.

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2. Enter your user name and password and select Login. The Alma home page appears.

Like the login page, the Alma home page may be styled with your institution’s customized graphics, fonts, and colors. In theChinese region, the Chinese ICP license appears in the footer of each page

The elements on the Alma home page and items available in the menus depend on your user role and the informationavailable at your institution. For more information about the Alma user interface, see The Alma User Interface.

In a member institution that implements a Network Zone, to switch institutions without logging out and back in again, seeSwitching Between Institutions.

If your password is managed in the Ex Libris Identity Service and you enter a wrong user and password combination, youcan reset your password. For information about the Ex Libris Identity Service, see https://developers.exlibrisgroup.com/alma/integrations/user-management/authentication/exl_identity_service.

Chinese Login Page

Alma Home Page

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To reset your password:

1. When attempting to sign in, after entering an incorrect password, select Forgot password?.

2. Enter your user ID or email address. Select Send.

3. If the email address belongs to a registered user, Alma sends an email to this email address. Select click here in theemail to reset your password.

Alma Login

Forgotten Password - Enter Email Address

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The reset password page can be customized by going to the Identity Service Labels page and customizing the labels.

To log out of Alma:

1. Select the user menu icon at the top right corner of any page. A drop-down menu appears2. Select Sign out from the menu.

The Alma login page appears.

Alma Session TimeoutIf Alma has not been used for 60 minutes, your session automatically times out. This amount of time is pre-configured byEx Libris.

One minute before an Alma session times out, a warning message appears on the screen. You can cancel the timeout orlog out. If you do not select either option, the session times out after one minute.

After a session timeout, Alma refreshes to the Alma login page with a timeout message.

Reset Password Email

If you enter your credentials incorrectly five times, you are locked out of Alma. If you are locked out, or if you haveforgotten your user name or password, contact an administrator for assistance. If you are the administrator, contact ExLibris customer support.

To change your password, see Change Password in The Persistent Menu.

Note

Alma Timeout Message

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For institutions that use single sign-on (SSO): After Alma refreshes to the Alma login page, Alma checks the SSO server(for example, the SAML IDP or the CAS server) to see whether your login credentials are still valid. If they are, Almarefreshes back to the Alma home page and starts a new session.

For more information about session timeout, see the Enhanced Session Timeout Handling video (0:46 mins).

If you are working with Leganto, Leganto and Alma use the same session timer. If you have both Leganto and Almawindows open at the same time, activity in either window updates the timer in both. If you are logged out of onewindow, you are logged out of both.

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Configuring Alma and Primo to Use Your Institution-Specific AlmaDomain

Updating Alma Configuration and BookmarksTo ensure that all access points to your current Alma URL are updated and accessing your institution-specific Almadomain, it is important to update all users, configuration elements, and applications that access Alma directly.

Update Bookmarks for Staff and Integrating SystemsDepending on your Alma implementation, not all of the below may be used.

# Description Details

1Browser bookmarks(HTTPS)

All staff accessing Alma and logging in to Alma should update their browser bookmarks with the institution-specific <Alma domain>, where university is replaced with your actual domain. For instance, https://university.alma.exlibrisroup.com.

2Identify provider IdP -authentication systems(Shibboleth/LDAP/CAS)

Ensure that IdP systems are prepared to allow the institution-specific <Alma domain>.

3 Self-check machine(s)Reconfigure a self-check machine to point to the institution-specific <Alma domain> to test instead of theinstance-based previous domain (such as na01.alma.exlibrisgroup.com). Once confirmed, update allself-check machines to point to the institution-specific <Alma domain>.

4 OCLC ConnexionUpdate the OCLC Connexion staff client to the institution-specific <Alma domain> from the previousinstance-based domain for one staff workstation. Once confirmed, update all staff workstations to point to theinstitution-specific <Alma domain>.

5Z39.50 and OAI-PMHproviders

Update bookmarks of harvesters to the institution-specific <Alma domain> for Z39.50 and OAI harvestcalls.

6 Resource sharingReconfigure third-party resource-sharing clients/vendors (such as OCLC/NRE) to point to the institution-specific <Alma domain>.

7 Direct link resolver callsAny integrating system that may directly invoke Alma’s Link Resolver services should update theirbookmarks to: <Alma Delivery Domain>.

As some of the integrations above may involve a third party other than your own library/institution changing a bookmark/URL, it is recommended that you contact any such third parties and coordinate the domain change with them.

This domain change does not affect the third party.

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Updating Primo Configuration

Primo Back-Office Setup for the Institution-Specific Alma DomainThe Alma-specific relevant setup in Primo includes four definitions: Alma, RTA, and API on the institution’s Delivery BaseURLs page, as well as the PDS/authentication setup in Primo that determines which Alma to authenticate against for anyinternal users (typically the vast minority of users) in your organization.

For detailed information on configuring the Alma, RTA, and API delivery base URL fields, see Configuring the PrimoInstitution.

PDS: If PDS is set up in Primo to direct calls to Alma for authentication (for instance, for internal/staff users for testing), thePDS setup domain parameters need to be adjusted to point to the institution-specific <Alma domain> (see Your AlmaDomain Names).

[AUTHENTICATE]program = dps.plparams = university.alma.exlibrisgroup.com,443,BOR_AUTH,Y[END][BOR_INFO]program = dps.plparams = university.alma.exlibrisgroup.com,443,BOR_INFO,Y[END]

Delivery Base URLs

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Searching in AlmaAny user role that can access Alma's repository search can perform a search in Alma except for the restrictions on certainkinds of searches as noted in the User Roles for Search Types table.

Searching Alma is available from the persistent search box located at the top of every page [the persistent search box doesnot appear at the top of the Portfolio List page; this is a known issue]. You can also save search queries and reuse them atany time (see Saving and Reusing Search Queries).

Also see Secondary Search.

What You Can Search ForDepending on your user role(s), you can search many items in Alma's repository, including:

• Metadata records compiled by Ex Libris or local to your institution or collaborative network (see Metadata Managementand Inventory). These records include:

◦ Local inventory, including holdings for physical items, electronic portfolios, and digital representations and files

◦ Bibliographic titles, including top-level collections, physical titles, electronic collection and portfolio titles, anddigital titles

◦ Authority records

The results appear on the page; see Repository Search Results, below.

• Depending on your role, you can also search for:

◦ Patron requests; the results appear on the Resource Request Monitoring page (see Requests in Alma)

◦ Courses; the results appear on the Courses page (see Managing Courses).

◦ Deposits; the results appear on the Deposits page (see Deposit).

◦ Users; the results appear in the Find and Manage Users page (see Managing Users).

◦ Acquisitions information, including PO lines, funds, invoices, vendors, and licenses (see Acquisitions). Theresults appear in the relevant acquisitions page.

◦ Reading lists; the results appear in the Reading Lists Task List page (see Managing Reading Lists).

◦ Reading list citations; the results appear in the Edit Citations page (see Managing Citations).

◦ Borrowing Requests; the results appear in the Borrowing Resource Sharing task list

◦ Lending Requests; the results appear in the Lending Resource Sharing task list

If your institution is working with Esploro, you can search for research assets, deposits, and files, and for researchers; seeSearching in Esploro.

The searchable fields depend on the search type. For example, when you search All Titles, the searchable fields arebased on metadata that is common to all record formats, but does not include fields that are specific to physical, electronic,or digital inventory. You can search on these specific fields when searching the relevant format.

Every physical item, electronic portfolio/collection, and digital file is indexed with the bibliographic metadata to which it islinked, in addition to its inventory (institution/network) specific data. See Search Indexes for more information. Searching is

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the same regardless of the format of the catalog records (for example, MARC 21 or Dublin Core).

The persistent search box offers you the following methods of searching:

• Simple Search – Search using a single search field (see Performing a Simple Search).

• Advanced Search – Create search criteria, including search conditions, to refine your search (see Performing anAdvanced Search). Advanced search is not available for citations, requests, borrowing requests, lending requests,funds, vendors, and invoices.

Performing a Simple SearchThe persistent search box appears at the top of each page. This tool initially provides a simple search interface forsearching the repository (books, articles, authorities, and so forth) and other areas of Alma (PO lines, vendors, and soforth). For a list of the keyword indexes searched during a repository search, see Search Indexes. The default search is arepository search for All titles.

To rerun a previous simple or advanced search:

Select the text box and select a previous search from the drop-down list that appears. All recent searches appear when AllTitles is selected as your search type; otherwise, only recent searches for the selected type appear. This feature is notavailable for non-repository searches (PO lines, funds, and so forth). The search runs immediately.

When no recent searches appear, you may be able to select a previous search string using your browser history.

Otherwise perform the following steps.

To perform a simple search:

1. Select the search type from the drop-down list. (Please note that this is a fixed list of options and cannot be modified.)

When searching for a call number like I106.4 /4 that ends with a number preceded by a slash, the system ignores theslash and number, such as /4 in this example, and returns search results for I106.4. This is a known issue. Thishappens only when there is a digit after the slash. A search for I106.4 /E, for example, returns the correct set of results.To work around this issue, use the Permanent call number type index and criteria similar to the following example:

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Users with the following roles can perform each type of search.

User Roles for Search Types

Search type User roles

All titles

Physical titles

Physical items

Electronic titles

Electronic portfolios

Electronic collection

Digital titles

Digital files

Collection

Authorities

All

Order linesInvoice Manager, Invoice Operator, Invoice Operator Extended, Purchasing Manager, Purchasing Operator,Selector, Trial Manager, Trial Operator

InvoicesInvoice Manager, Invoice Operator, Invoice Operator Extended, Purchasing Manager, Purchasing Operator,Selector

Vendors Vendor Manager

Funds Fund Manager, Fund-Ledger Viewer, Ledger Manager, Purchasing Manager, Purchasing Operator, Selector

Licenses License Manager, Selector, Purchasing Operator, Purchasing Manager

Requests

Borrowing Requests

Lending Requests

Receiving Operator, Receiving Operator Limited, Circulation Desk Manager, Circulation Desk Operator,Fulfillment Services Manager, Fulfillment Services Operator, Requests Operator, Work Order Operator

Persistent Search Drop-Down List of Options

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Search type User roles

Users All

Reading Lists

Citations

Courses

Course Reserves Operator, Course Reserves Manager, Fulfillment Services Operator, Fulfillment ServicesManager

Deposits Deposit Manager, Deposit Operator, Deposit Operator Extended, General System Administrator

Borrowing Requests(Resource Sharing)

Fulfillment Services Manager,Fulfillment Services Operator (resource sharing library scope)

Lending Requests(Resource Sharing)

Fulfillment Services Manager,Fulfillment Services Operator (resource sharing library scope)

2. Select the field on which to search in the second drop-down list, or select Keywords or All (depending on theselection in the first drop-down list) for a general search on multiple fields. You can select the default field name andenter part or all of a field name to filter the list of fields. For more information, see Search Field Descriptions; for POlines, see PO Line Search Fields; for vendors, see Vendor Search Fields; for reading lists, see Reading List SearchFields; for citations, see Citation Search Fields. To configure the available search fields, see Configuring What SearchIndexes Are Available.

3. Enter a search string in the text box.

Regarding the search string:

◦ Articles (such as the, a, an) in your search are ignored.

◦ Special characters, such as hyphen, dash, slash, and so forth, finds strings both with and without the specialcharacters. For example, searching for a-b finds records that include either a-b or ab. Spaces separate searchterms, so searching for a<space>b finds records that include both a and b anywhere (not as an exact phrase),but does not return ab. For additional special characters, see Searching for Special Characters. The exception tothis is a search for course code/name or reading list code/name. See Reading List Search Fields and CitationSearch Fields.

◦ All variants of apostrophe characters are normalized to the standard ASCII apostrophe \u0027 in various textualfields such as Subject and Title. This means that, if text in a bibliographic record contains one of the followingUNICODE apostrophe characters, this text can be retrieved by searching with either the original apostrophecharacter or the ASCII standard one \u0027:

Note that this functionality is supported for only the default searching language configured for your system.

To jump to this text field on any page that does not have any other kind of search box, press / (forward slash) onyour keyboard.

Note

Leading articles are not ignored when 'Title' is selected from the second drop-down list for All titles, Physicaltitles, or Electronic titles search types.

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▪ \u02BB - MODIFIER LETTER TURNED COMMA

▪ \u02BC - MODIFIER LETTER APOSTROPHE

▪ \u02B9 - MODIFIER LETTER PRIME

▪ \u2018 - SINGLE QUOTATION MARK

◦ To use the asterisk ( * ) wildcard character in your search string, place it at the end of the search string.Asterisk may be used at the end of the string with Contains Phrase, Not Contains Phrase, Starts With, andEquals when the search term is made up of several parts.

◦ You may enter a phrase search by surrounding your search phrase with double quotation marks. This can bedone for all search entities and index types that have the option to use phrase search in Alma's advanced searchsuch as titles and portfolios searches.

Note that if you add other text in the search box before or after a set of words with double quotation marksaround them, the text in quotation marks will not be treated as a phrase search. The phrase search functionalityis limited to a single phrase in double quotation marks.

When you use the phrase search capability, the words contains phrase precede the search terms in your searchresults to indicate the type of search that you performed. The recent searches list shows the quotation markswhere you did a phrase search in the simple search box. When you enter a simple search with quotation marksand subsequently switch to the advanced search function, Alma automatically selects the Contains Phraseoption.

◦ Alma finds characters with diacritics when you search using standard English characters.

If the users in your institution search using characters with diacritics, ensure that Ex Libris has configured thatsearches return matches for diacritics. Search language configuration is available for German, Norwegian,Danish, Swedish, Korean, Chinese, and Hong Kong TSVCC.

◦ Contact Ex Libris to enable the following enhanced search options:

▪ Search in traditional Chinese/Kanji or simplified Chinese/Kanji and return results in both traditional Chinese/Kanji and simplified Chinese/Kanj.

▪ Search in Hangul (Korean) and return results in both Hangul and Hanja.

▪ Search in Hiragana (Japanese) and return results in both Hiragana and Katakana.

◦ An administrator can configure several additional items regarding search. For more information, see ConfiguringSearch.

◦ Alma saves the last 10 searches in search history for title or inventory entity searches. This list is savedindefinitely. There is currently no way to clear the list (other than to perform new searches).

1. Optionally select the initial results tab using the search scope drop-down list to the left of the magnifying glass:

▪ The asterisk is not supported when the string contains a special character, for example dash (-), period,quote or double quote, parentheses, slash, or space, for example: $a (Aleph)003858461UCD01-Aleph.

▪ The question mark (?) is not supported as a wildcard character.

▪ When using an asterisk instead of the entire search string, it is recommended using "Is Not Empty" inthe Advanced search.

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Institution,

Community, or

Network (when available). Note that searching in the institution is not an option when searching for authorities, ifyour institution does not manage authorities locally. For more information on these options, see Institution,Community, and Network Tabs.

2. Select the magnifying glass

or press Return or Enter on the keyboard to perform the search. The items that match your search queryappear on the page.

For locations that have RFID (see RFID Support), select the RFID read icon to enter content (barcode), andselect the magnifying glass.

Searching for physical items when RFID is enabled displays the Security Status when it is available. The fieldcontains either Checked Out or Available. Checked out indicates that the item is on loan and may leave thelibrary. An item that is available cannot leave the library.

▪ For more information about the results, see:

▪ Order lines - Searching for PO Lines

▪ Invoices - Searching for Invoices

▪ Requests - Managing Requests and Work Orders

▪ Borrowing Requests - Managing Resource Sharing Borrowing Requests

▪ Lending Requests - Managing Resource Sharing Lending Requests

▪ Vendors - Managing Vendors

▪ Licenses - Managing Licenses and Amendments

▪ Users - Managing Users

▪ Deposits - Approving Deposits

▪ All other results (repository): Repository Search Results

▪ To perform an advanced search, see Performing an Advanced Search.

▪ To save your search, see Saving and Reusing Search Queries.

Performing an Advanced Search

RFID Read Icon

The logic of how advanced searches are built changed in Alma's new UI from Alma's classic UI. As a result, savedadvanced search queries (logical sets) built in the classic UI cannot be edited in the new UI (and vice versa). SeeAdvanced Search Logic: Differences Between the Classic and New UI.

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See Performing a Simple Search for search information that pertains to both types of searches. An advanced searchsupports a more powerful, refined search, including multiple fields and search fields of other resource types. For example,when searching physical titles, you can search for a bibliographic title in a particular holdings location.

To rerun an advanced repository search, see Performing a Simple Search.

Using Advanced SearchUse the following procedure to perform an advanced search.

To perform an advanced search:

1. In the persistent search box, select Advanced. The persistent search box expands to include the option to addadditional rows of search criteria (additional fields and values).

The search type drop-down moves to the top left. The search starts with a single row. Each row contains a searchfield drop-down list (you can enter some text to filter the options), a comparison drop-down list, a search criteria textbox/selection list, and some icons. Fields in the field drop-down list may be grouped by the entity to which they apply.For example, when searching electronic titles, the fields in each row are grouped into title, electronic collection, andelectronic portfolio fields. To configure the available search fields, see Configuring What Search Indexes AreAvailable.

2. Select the repository to search: local (Institution Zone), Alma (Community Zone), or your collaborative network(Network Zone).

3. To add additional rows, select the duplicate row icon or add row icon. To remove a row (other than the first), selectthe delete row icon. For more information about the fields, see Search Field Descriptions.

4. By default, each row represents additional search criteria that must also match (AND). Select OR in any row (otherthan the first) to change the combination type to OR. Implied parentheses are added around all search rowsconnected by ANDs.

5. Depending on the field you select, select the match type in the comparison drop-down box. Typical match typesinclude Contains Keywords (words in any order, separated by spaces, disregarding all punctuation includingquotes), Contains Phrase (the phrase entered is searched in its entirety), Is Empty (see Searching for Items WithoutSpecific Information), Starts With (also known as a "left anchored" or "left match" search), Equals, Not Equals,Greater Than, Greater Than or Equal To, Less Than, Less Than or Equal To, Not In, Not Contains Keywords,Not Contains Phrase, Is Not Empty, and Contains exact phrase starting with (see Search with Exact Phrase).

• Advanced search is not available for citations, requests, borrowing requests, lending requests, funds, vendors,and invoices.

• OR is not available for advanced searches for PO lines, licenses, and reading lists.

Note

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6. Depending on the match type you select, enter or select the full or partial value(s) in the last field in the row. This fieldmay be a text field to enter free text, a drop-down list, or a calendar selection tool. For certain drop-down lists, such aslibrary and permanent physical location, you can select multiple matching values (see the example for Library,above).

7. Select Search or press Return on your keyboard. The results of an advanced search appear on the page, below theadvanced search form. You can edit the advanced search and run a new search from the results page. Your currentsearch logic appears at the top of the results.

◦ Currently, there is a known issue with conditions for Electronic Collection field searches. Not ContainsKeywords, Not Contains Phrase, Is Not Empty, and Not Equals are not available for Title, Names,Series, Other System Number, and Electronic location and note fields. Is Empty is not available forTitle, Names, Series, PO Line, and Other System Number fields.

◦ Currently there is a known issue when doing a Contains Keywords search where the value contains aperiod (.). In this case, Alma will match the value if you search using the complete value, a search termmatching the start of the value up to the first period (with or without the first period), or search that does notinclude a period. For example, if the value is aaa.bbb.ccc, searching for:

▪ aaa.bbb.ccc matches

▪ aaa bbb ccc matches (no periods in search)

▪ bbb matches (no periods in search)

▪ aaa. matches (matches the value up to and including the first period)

▪ aaa.bbb does not match (search includes a period but is not the full value)

▪ bbb.ccc does not match (search includes a period but is not the full value)

◦ The Starts With search does not work as expected with special characters (for example dash (-), period,quote or double quote, parentheses, slash, or space). The Contains Keywords search should be usedinstead in such cases. For example, instead of Starts With "Hallermann–Streiff syndrome", use ContainsKeywords "Hallermann Streiff syndrome".

◦ For institutions that have the CJK (Chinese, Hong Kong, or Korean) searching setup, there is a known issuethat searches will not work properly when the Starts With and Contains Phrase operators are used and thesearch terms contain punctuation characters.

◦ The Not clauses may be counterintuitive. For example, if a title has holdings in library A and library B, and atitle or item search contains the clause Holdings - Not in - Library A, the title or item is returned bythis search because there exists an item for the title that is not in library A (you might have expected that itwould not be returned because the title has an item in library A). Ex Libris will be adding additionalcomparisons to account for these cases in an upcoming release.

◦ For information on enabling repository searches to include matches to non-preferred terms in any associatedauthority records, see Non-Preferred Terms in Repository Search.

◦ For searching call numbers, see Search with Exact Phrase, below.

Note

All Titles and standard authority searches extract text from a field's subfields according to the alphabetical order of thesubfields.

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Search with Exact Phrase

Contains exact phrase starting with is available under a physical titles or holdings search with the following indexes:

• Dewey decimal class number• LC Call Number• Other Classification Number• Other System Number• Permanent call number (holdings)• Local call numbers

In these indexes, phrases are the blocks of contiguous non-space characters. For example, an index containing abc defcontains two phrases, abc and def.

Use Contains exact phrase starting with to search for one or more search terms that occur at the start of any of thesephrases. Note that these searches only require a minimum of two (2) characters, instead of the usual three (3), and arelimited to phrases of up to fifteen (15) characters. For example, consider three records that contain the following in therelevant index:

1. abc def2. abcd ghi3. def ghij

The following searches using Contains exact phrase starting with find the following records:

• Search for abc def returns all three records (abc matches records 1 and 2, and def matches records 2 and 3)

• Search for abc hij returns records 1 and 2 (hij is not a string that starts any of the phrases in any of the indexes)

• Search for gh returns records 2 and 3.

Alternately, you can ask Ex Libris to configure your institution so that space characters are considered to be part of yourphrases, in which case all indexes contain a single phrase starting with the first character, and any space you enter into thesearch string is considered to be part of the string. In this case:

• Search for abc def returns only record 1.

• Search for abc hij returns none of the records.

• Search for gh returns none of the records.

• After asking Ex Libris to enable (or disable) this alternate feature, Ex Libris must perform a full re-indexing for yourinstitution.

• When enabled, spaces are considered against the length limit of 2 to 15 characters.• This alternate feature, when enabled, does not apply to the Other System Number index.

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Search Field DescriptionsMost of the fields are self-explanatory. See the following table for additional information. For a list of search index MARCand non-MARC bibliographic tag mappings, see Search Indexes.

Additional Information for Advanced Search

Option Description

Activation Date(electronic collections,portfolios)

Locate electronic resources based on the date on which they were activated.

• Authority ID

• AuthorityVocabulary

Search

$0 (identifier)

$2 when the second indicator is 7

In the following fields:

100, 110, 111, 130, 600, 610, 611, 630, 700, 710, 711, 730, 800, 810, 811, 830, 648, 650, 654, 651, 655, 751, 754,245, 440, 490, 382, 050, 060, 070, 090, 091, 092, 093, 094, 095, 096, 097, 098, 099, 052, 055, 080, 082, 083, 084,085, 086

• Available forgroup (portfolios)

• Available only forgroup (portfolios)

• Collectionavailable forgroup (electroniccollections)

• Collectionavailable only forgroup (electroniccollections)

Select the inventory management group to which this resource is restricted. See the list below for a comparativedescription of the available for advanced search options:

• Available for - Locate resources available for a particular campus or institution.

• Available for group - Locate resources available for groups of campuses or institutions.

• Available only for - Locate resources explicitly available for a campus or an institution.

• Available only for group - Locate resources explicitly available for groups of campuses or institutions.

The selectable criteria vary depending on how the available for settings are defined.

View the video below to see a demonstration of how this advanced search capability is implemented.

For more information, see Search Results with Restricted Access. For information on restricting availability forelectronic resources, see Configuring Distributed Access to Electronic Resources.

For more information about searching for electronic resources by inventory management groups, see the Search byAvailable For Groups video (4:11 mins).

Binding Note Search the 563 $a

Brief Level Select a specific brief level to search for. For more information, see Working with Brief Record Levels.

The resource may be available for other campuses or institutions, but was explicitly identified in theavailable for settings as available for a specific campus or institution.

Note

The resource may be available for other campuses or institutions, but was explicitly identified in theavailable for settings as available for specific groups of campuses or institutions.

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Option Description

Collection (Digitaltitles)

Search for a collection by collection ID.

Collection AccessType

Select Current or Perpetual.

Content Related Data Search the 580 $a, 773 $t

Contributed By (forelectronic collectionsand electronicportfolios)

Use in the Community Zone tab to locate electronic resources that were contributed.

Coverage In UseSelect Only Local, Global AND Local, Global OR Local, or Only Global.

Locate electronic resources based on the type of coverage used.

Current location Search for items in the current location.

Date InformationOverride

Select No or Yes

DOI - Digital ObjectIdentifier

Stored in $a of the 024 if $2 contains doi.

Free (ElectronicCollection)

Free (Service)

The Free advanced search option for electronic collections is implemented for both the electronic collection leveland the electronic service level advanced searches.

It is possible to search for electronic collections whose Free (service) or Free (electronic collection) is not definedusing the Is Empty qualifying option.

Note that when an electronic collection is not set as Free or Not Free but all of its services are set to Free, the Isfree? parameter on the Additional tab of the Electronic Collection Editor is identified as Free; and if there is at leastone service that is defined as Not Free, the electronic collection is shown as Not Free.

General retentionpolicy

When searching for physical titles, search for position 12 of the 008 field in the holdings record.

Has inventory (Alltitles)

Select No or Yes to search for bibliographic titles without or with inventory.

Has Items Select No or Yes to search for holdings without items or holdings with items, respectively.

Has Local CoverageInformation

Select from date override or embargo.

Locate electronic resources that have local coverage.

Has Inventory Advanced Search

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Option Description

Is linked

Locate records that are linked (or not) to the Community Zone or Network Zone.

When this index (for All Titles searches) is used in advanced searches from the Institution tab, all bibliographicrecords that are linked to the Community Zone or Network Zone appear.

Is Local (for localelectronic collectionsand local portfolios)

Select No or Yes

Locate locally managed electronic resources.

ISNI - InternationalStandard NameIdentifier

May be stored in $0 of various fields, especially the 1XX, 6XX, and 7XX.

Item PID Search the internal, system-generated ID for the item.

Language ofCataloging

Use this to locate records based on the language that you select from the drop-down list.

Note that the language is cataloged as a three-letter abbreviation. However, the Advanced Search drop-down listshows the full language name.

This is sourced from the MARC 21/KORMARC 040 $b and the UNIMARC/CNMARC 100 $a, positions 22-24.

Linked InstitutionUse this for retrieving bibliographic records that are linked either to the Community Zone or to the Network Zone(member institutions). The options are Community or Network.

MMS Creation DateAvailable when doing an Authorities Advanced Search. You may find this helpful when working with the AuthorityControl Task List.

Modification Date From the MMS record’s modification date column

Open accessSearch the 506 for a match of the following:

506 0_ $f Unrestricted online access $2 star

OCLC ControlNumber (019)

OCLC ControlNumber (035a)

OCLC ControlNumber (035a+z)

OCLC ControlNumber (035z)

With these indexes, you can locate specific OCLC numbers.

These fields are indexed based on the presence of one of the following prefixes and only the number is indexed:ocm, ocn, on, or (OCoLC). So, for example, 035 $$a (OCoLC)ocm232354470 is indexed as 232354470. Note thateven though only the number is indexed, you can still search with or without the prefix.

These indexes are available for MARC 21, KORMARC, UNIMARC (except for 019), and CNMARC (except for 019).

ORCID - OpenResearcher andContributor ID

This ID may be stored in $0 of various fields, especially the 1XX, 6XX, and 7XX.

Original CatalogingAgency

Use this to locate records for a certain, original cataloging agency.

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Option Description

This is sourced from the MARC 21/KORMARC 040 $a and (under construction) the UNIMARC/CNMARC 801 $b,when the second indicator is 0.

Originating system Search the name of the system from which the item was imported into Alma.

Originating system ID Search the record ID created in the system from which the item was imported.

Other ClassificationNumber

Search any classification number from a scheme not covered by one of the other number fields.

Other System Number

Search the 035 fields.

When the 035 contains a prefix, the 035 is indexed with and without the prefix. As a result, searching for the othersystem number with or without the prefix will find a successful match. See the table below for examples.

Record's 035 Value Value Searched Search Result

(OCoLC)556677 (OCoLC)556677 Finds the record

(OCoLC)556677 556677 Finds the record

(OCoLC)556677 (NMC)556677 Does not find the record

Peer reviewedSearch the 500 for a match of the following:

500 __ $a Refereed/Peer-reviewed

Portfolio access type Select Current or Perpetual.

Provenance code Search a code, defined by the institution indicating the origin of the material.

Record Format Select which registry/record format to search (DC=Dublin Core).

Resource TypeThis index is constructed from existing bibliographic fields such as the LDR and 008. It supplements, but does notreplace, the existing Material Type field. See The Resource Type Field.

Tag sync externalcatalog

Whether the MMS record must be synchronized with an external catalog such as OCLC WorldCat.

Temporary library Search based on the actual physical location of the item.

Temporary physicallocation

Search for items identified in the system’s temporary location field regardless of whether the item is currently in thetemporary location (that is, even when Item is in temporary location=No).

URL

When searching for Electronic titles or Electronic portfolios, URL is an option under Electronic Collection andElectronic Portfolio.

With this option, you can search for URLs in order to maintain their accuracy.

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Option Description

The following Dublin Core (DC) fields are are available as conditions for the Alma advanced search:

• dc:contributor

• dc:coverage

• dc:creator

• dc:date

• dc:description

• dc:format

• dc:identifier

• dc:language

• dc:publisher

• dc:relation

• dc:rights

• dc:source

• dc:subject

• dc:title

• dc:type

Alma supports RDA fields and subfields for systems that use RDA. See the table below for more information.

RDA Fields Supported in Alma

Field Description

Bibliographic

028 Publisher Number (R)

• There is a known issue with this condition when searching for Electronic titles, and it is not functioningproperly. See the July 2016 release notes.

• There is a known issue when searching for Electronic portfolios with URL (Electronic Portfolio) and usingIs Empty. The constant jkey= is stored in the URL field, so it is never empty.

• There is a known issue when searching with the URL (Electronic Portfolio) option and using jkey for searchcriteria. This search returns all portfolio records in the results because jkey= is stored in the URL field.

Note

Bibliographic, authority, and holdings types appear under subheadings in the table below. Repeatable fields aremarked "(R)" in the description. Non-repeatable fields are marked "(NR).”

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264 Production, Publication, Distribution, Manufacture, and Copyright Notice (R)

336 Content Type (R)

337 Media Type (R)

338 Carrier Type (R)

340 Physical Medium (R)

344 Sound Characteristics (R)

345 Projection Characteristics of Moving Image (R)

346 Video Characteristics (R)

347 Digital File Characteristics (R)

377 Associated Language (R)

380 Form of Work (R)

381 Other Distinguishing Characteristics of Work or Expression (R)

382 Medium of Performance (R)

383 Numeric Designation of Musical Work (R)

384 Key (R)

Authority

046 Special Coded Dates (R)

336 Content type (R)

368 Other Attributes of Person or Corporate Body (R)

370 Associated Place (R)

371 Address (R)

372 Field of Activity (R)

373 Associated Group (R)

374 Occupation (R)

375 Gender (R)

376 Family Information (R)

378 Fuller Form of Personal Name (NR)

377 Associated Language (R)

380 Form of Work (R)

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381 Other Distinguishing Characteristics of Work or Expression (R)

382 Medium of Performance (R)

383 Numeric Designation of Musical Work (R)

384 Key (R)

Holdings

337 Media Type (R)

338 Carrier Type (R)

PO Line Search FieldsWhen searching for PO lines, you can enter the following additional criteria (some of these are described in ManuallyCreating a PO Line):

• Access provider (advanced only) - Matches the access provider's code

• Acquisition method (advanced only) - Select from the list

• Additional PO line reference - Enter the other PO line number

• Author name

• Cancellation restriction (advanced only) - Whether the PO line can be canceled, Yes or No.

• Fund code

• Fund name

• Import job ID - This ID exists if the PO line was imported by a job.

• Interested users (advanced only) - Whether the PO line has interested users, Yes or No

• License code (advanced only)

• MMS ID

• Material type - Select the secondary type of the PO line. Note: Use the code of the material type and not the value. Youcan find the code in the Physical Material Type code table.

• New for December! Owning Library - In an institution with multiple libraries, limit the search to an individual library.

• PO line - The PO line number

• PO line type - Select the primary type of the PO line (see Enabling/Disabling PO Line Types)

• PO reference number - Enter the purchase order (PO) number, if any

• PO status (advanced only) - The purchase order (PO) status

• Physical location name

• Publication place

• Publication year

• Publisher

• Receiving notes

• Reporting code - Primary reporting code

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• Rush (advanced only) - Whether this was marked as a rush order, Yes or No

• Secondary reporting code

• SIP ID - This ID exists if the PO line was imported by a job. See Configuring Search Indexes.

• Standard number - See Search Indexes

• Tertiary reporting code

• Title

• Title - starts with

• Vendor account code

• Vendor code

• Vendor invoice number - The invoice number, if any

• Vendor name

• Workflow - A workflow step or PO line status

When searching for PO lines, the search list is ordered alphabetically to help you find the search value quickly, while therecent history displays the most used fields.

Vendor Search FieldsWhen searching for vendors, you can enter the following additional criteria (some of these are described in ManagingVendors):

• Code - Vendor code• Interface Name• Libraries - Note that this returns all vendors associated with the library that you enter (by name or part of the name), as

well as all vendors associated with the institution itself (since a vendor that serves the institution also serves thelibrary).

• Name - Vendor name• SUSHI Account Name - For more information, see Managing SUSHI Accounts.

Reading List Search FieldsWhen search for reading lists, you can enter the following additional criteria (for descriptions, see Managing Reading Lists):

• All - Searches for reading lists that match any criteria. When searching for a code, you must insert the full code, orinclude a wildcard (*) for the search to be successful. Searching for part of the code without a wildcard results in nofound records. A wildcard must be inserted immediately after the search parameter with no spaces.

• Code - The reading list code. Searching for a code by inserting any part of the code results in a successful search.

• Course - The course code or name.

• Name - The reading list name.

To find reading lists without an associated course, search for EXLIBRIS_DEFAULT_COURSE.

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• Owner - The primary ID or name of any of the reading list owners.

• (Advanced only) Course Start / End Date - The course start or end date.

Citation Search Fields (Simple Search Only)When search for citations, you can enter the following additional criteria (for descriptions, see Managing Citations):

• Keyword (default selection) – When selected, this option searches the following citations' metadata fields for a match:

◦ Additional Person Name, Author, Book Author, Book Title, Chapter Author,

◦ Chapter Title, Citation ID, DOI, Edition, Editor,

◦ ISBN, ISSN, Issue, Journal Title, LCCN,

◦ MMS ID, OLCL Number, Pages, Place of Publication, Publication Date,

◦ Publisher, Resource Note, Source, Title, and Volume

• Citation ID

• Course Code

• Course Name

• Creator - The citation author's name. Note: Additional person names are not included in the search.

• ISBN / ISSN

• MMS ID

• Reading List Name

• Title - Citation name

Unlike other searches, a search for course code, course name, reading list code, or reading list name a) also searchesfor special characters, and b) is limited to a search string of 40 characters, regardless of the size of the entity beingsearched.

Note

◦ Keyword searches for citations do not support the use of Boolean operators (such as AND or OR), and ifthese operators are specified, they will be treated as keywords.

◦ When special characters (such as hyphen, dash, slash, and so forth) are specified as search terms, thesearch will return results that both include and exclude the special characters.

Note

Unlike other searches, a search for course code, course name, reading list code, or reading list name a) also searchesfor special characters, and b) is limited to a search string of 40 characters, regardless of the size of the entity beingsearched.

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Borrowing/Lending Search FieldsWhen searching for resource sharing requests (borrowing or lending), you can enter the following additional criteria:

• External Request ID• Author• DOI• Internal Identifier (for borrowing requests)• ISBN/ISSN• Item barcode• Journal Title• LCCN• Notes• OCLC Number• Other Standard ID• PMID• Remote Record ID• Requester (for borrowing requests)• Title• User Identifier (for borrowing requests)

Users Search Fields• Birth date• Campus• Create date• Email• Expiration date• Fine/ fee total sum• First name• Has block type• Identifiers• Job category• Last activity date• Last name• Middle name• Note• Primary identifier• Purge date• Statistical category• User group

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Course Search FieldsWhen search for courses, you can enter the following additional criteria (for descriptions, see Managing Courses):

• Course Code

• Course Code (include Section)

• Course End Date

• New for November! Course ID

• Course Name

• Course Notes

• Course Start Date

• Instructor Name

• Searchable Id

• Section

• Year

Searching for Items Without Specific InformationYou can search for the absence of a field (for records that contain a specific field that is not populated). For example, youcan search for physical items without barcodes or other information. Select the Is Empty option after selecting the desiredfield. See the table below for a sample list of conditions with this option.

Is Empty Sample List

All Titles(Not Present)

Holdings(Not Present)

Physical Items(Not Present)

LC call number Permanent call number type Inventory number

Dewey decimal class number Permanent physical location Public note

UDC Library Fulfillment note

Other classification number Call number suffix Internal note 1

Additional publication year Summary holdings Internal note 2

Language Holdings note Internal note 3

This feature is not deployed in the sandboxes; it is available only on production environments.

Note

Unlike other searches, a search for course code or course name a) also searches for special characters, and b) islimited to a search string of 40 characters, regardless of the size of the entity being searched.

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LC control number Item sequence number

ISBN PO line

ISSN Item call number

ISSN link Item call number type

Other standard ID Creation date

Government document number Current library

National bibliography number Currently location

Publisher number Due back from temp location date

Standard number Expected receiving date

Other system number Inventory date

Notes Is Magnetic

Local notes Item policy

MMS SIP ID (a number assigned to a set of records affected by a job) Material type

Physical description Modification date

Country of publication On shelf date

Genre form On shelf seq

Publisher location Pages

Material type Pieces

Medium type Process type

Originating system ID

Originating system

Tag suppressed

Tag sync external catalog

Local field 900

Relator

For example, to find physical items without barcodes:

1. Open Advanced Search.

2. Select Physical Items as the search type.

3. For the field to search, select Physical Item > Barcode.

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4. Select Is Empty from the condition drop-down list.

5. Select Search. The search results display all the physical items without barcodes.

Searching for Special CharactersWhen using the Alma repository search (or when searching users, purchase requests, and fulfillment requests), you cansearch for special characters and characters with diacritics. Search language configuration (set by Ex Libris) is available forGerman, Norwegian, Danish, Swedish, Korean, Chinese, Hong Kong TSVCC, Spanish, and Polish. For most of theselanguages, Alma uses the standard implementation for working with special characters. See the following sections for moreinformation:

• German Characters

• Spanish (and Catalan) Characters

• Scandinavian Characters

• Chinese and Korean Characters

• Japanese Characters

• CKJ Punctuation

• Hong Kong TSVCC

• Polish Characters

Normalization for these languages is specific to text fields such as title and author. Normalization, however, is not done fornumeric fields or fields that contain a normalized value such as a call number.

German CharactersWhen your system is configured for German as the default searching language, German language characters are treatedby the system as follows:

German Language Character/Character Combinations Stored in the Alma Database

ß ss

ä, Ä ae

ö, Ö oe

ü, Ü ue

ae ae

oe oe

ue (when not following a vowel or q) ue

Alma's handling of special characters is relevant for searching in the institution zone only.

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With your system configured for German as the default language and the special German language characters stored in thesystem as identified in the above table, you can search using the special umlaut and Eszett characters or the extendedLatin version of these characters (as shown in the second column above) and results will be treated equally. So, forexample, if you search for Müller, the system will return results for both Müller and Mueller, but not Muller.

When your institution (and Network Zone, if you are working with one) is configured for German as the default searchinglanguage, this standard German language special character search capability is available in the Institution Zone, NetworkZone, and Community Zone.

For institutions that have German configured as the default searching language, the repository search results, user searchresults, and fulfillment request search results are sorted using the DIN 5007-1/2, section 6.1.1.4.1/2 standard. In addition toconsideration for the special German language characters, hyphens are ignored when search results are sorted.

When sorting bibliographic and authority headings content, Alma removes dashes for sorting purposes in institutions thathave the searching language parameter set to German.

When you use the Alma Browse Bibliographic Headings feature, the same sorting standard (DIN 5007-1/2, section6.1.1.4.1/2) is used to sort the bibliographic headings. See Browsing Bibliographic Headings for more information.

Spanish and Catalan CharactersWhen your system is configured for Spanish as the default searching language (set by Ex Libris), special Spanish languagecharacters are treated as fully independent letters for repository search, browse bibliographic headings/F3, and sort.Standard English characters are not substituted for the special Spanish characters. The following table describes how Almahandles special Spanish characters:

Letter Search Sort

Ñ/ñ Searching for Ñ/ñ does not retrieve results for N/n and vice versa. Sorted after n.

Ç/ç Searching for Ç/ç does not retrieve results of C/c and vice versa. Sorted after c.

L·L/l·l Searched for as if it were the digraph ll. Sorted as ll.

Diacritics are sorted in the following order:

• Without diacritics• Acute• Grave• Dieresis

Scandinavian CharactersAlma normalizes the interchangeable Scandinavian characters æ Æ ä Ä ö Ö ø Ø and folded variants (aa, ao, ae, oe andoo) by transforming them to æ Æ å Å ø Ø.

For systems whose default language is not German, a search for Müller will return search results for Müller and Mullerbut not Mueller.

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For Scandinavian institutions, note that other special characters cataloged in non-Scandinavian languages (such as Frenchletters with accents), are not normalized during indexing. So, for example, the accent marks are not removed from Frenchletters.

Sorting the Norwegian and Danish special language characters is handled in the following manner:

Norwegian and Danish Sorting

...

Ad/ad

Ae/ae

Af/af

...

Od/od

Oe /oe

Of/of

...

Ud/ud

Ue/ue

Uf/uf

...

X/x

Y/y + Ü/ü (except for tremas like Leüs)

Z/z

Æ/æ + Ä/ä

Ø/ø + Ö/ö

Å/å + Aa/aa

Sorting the Swedish special language characters are not handled in the same manner as the Norwegian and Danishspecial language characters. The Swedish special language characters are handled in the following manner:

Swedish Sorting

...

Ad/ad

Ae/ae + Æ/æ

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Swedish Sorting

Af/af

...

Od/od

Oe /oe

Of/of

...

Ud/ud

Ue/ue

Uf/uf

...

X/x

Y/y + Ü/ü

Z/z

Å/å

Ä/ä

Ö/ö + Ø/ø

Normalization for Norwegian and Danish is handled in the manner described in the Scandinavian Normalization Filter. ForSwedish, Alma normalizes the Scandinavian characters in the same manner.

Chinese and Korean CharactersAlma does hiragana to katakana transliteration, traditional Chinese to simplified Chinese transliteration, and splits wordsinto bigrams and unigrams. See the ICU Transform Filter for more information.

Alma also does Hanja to Hangul transliteration. The sorting is unique to the Korean language.

Japanese CharactersFor institutions that have the Japanese searching setup for Repository Search, Browse Bib Headings, and Browse AuthHeadings, Alma performs the following:

• Punctuation removal

• Normalization between Hiragana and Katakana

• Iterated character normalization

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• Normalization of variant Kanji characters

CJK PunctuationFor institutions that have the Chinese, Hong Kong, or Korean searching setup, all punctuation marks are removed duringindexing when they appear within CJK text. However, the punctuation remains when you are searching. This helps toensure that the best results are retrieved. Note that the display of CJK content continues to show the punctuation.

See the known search issue related to punctuation that is described in the note in the Using Advanced Search section.

Hong Kong TSVCCAlma implements the Hong Kong Innovative Users Group (HKIUG) TSVCC (Traditional, Simplified, and Variant ChineseCharacters) standard Version 1.0. released on 18 July 2006. In addition to handling the traditional and simplified Chinesecharacters, Alma also handles the variant Chinese characters when doing the following:

• Searching metadata records

• Browsing bibliographic headings

This includes searching for TSVCC characters entered as a value in Browse Bibliographic Headings and properlysorting headings that appear for browsing. When the same title occurs in different Chinese forms (including variantChinese characters), all titles that are equivalent are sorted together in the headings list for browsing.

• Searching for Chinese user names

TSVCC Chinese character handling is available for institutions that have the Alma searching language parameter set forHong Kong. Contact Ex Libris Support if you need to have this institution parameter enabled.

For the complete HKIUG TSVCC table (UNICODE version), see http://hkiug-archive.lib.hku.hk/unicode/hkiug_tsvcc_table-UnicodeVersion-1.0.html.

Polish CharactersWhen your system is configured for Polish as the default searching language (set by Ex Libris), Polish language charactersare treated as fully independent letters for repository search, browse bibliographic headings/F3, and sort. Standard Englishcharacters are not substituted for the special Polish characters. For example, C does not return Ć (and vice versa) insearch results. They are not considered the same characters.

The results list is sorted based on the Polish alphabetical order (see the Polish Characters table below). For example, byćcomes after bycie. This feature also applies to staff search for users, purchase and fulfillment requests, and deposits.

Polish Characters

Uppercase Lowercase Diacritics

A a

Ą ą ogonek

B b

C c

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Ć ć acute

D d

E e

Ę ę ogonek

F f

G g

H h

I i

J j

K k

L l

Ł ł stroke

M m

N n

Ń ń acute

O o

Ó ó acute

P p

Q q

R r

S s

Ś ś acute

T t

U u

V v

W w

X x

Y y

Z z

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Ź ź acute

Ż ż dot

Repository Search ResultsSearch results appear in a record list, displayed according to the type of resource chosen for your search. You canconfigure the fields and actions that appear for each result; for more information see Record Lists.

Saving and Reusing Search QueriesFor many search results, you can save searches for later use. Saving a query is another name for creating a logical set. Alogical set is dynamic, recalculated each time it is accessed—in other words, the search is rerun and the results are the set.When you save a query (set), you are saving a set of search criteria that can be reused. Each time you run a query, theresults may be different if the records have changed since the previous run. In contrast, an itemized set is a fixed collectionof items that may have been entered by hand, uploaded from a file, or the result of a previous search (but no longerassociated with the query terms). Note that you can turn logical sets into itemized sets.

For more information about sets, see Managing Search Queries and Sets.

To save a query:

1. After performing a search, select Save Query on the search results.

The Set Details page appears.

2. Follow the procedure in Creating Logical Sets.

Performing a Search Using a Saved Query

To run a saved query; on the Manage Sets page (Administration > Manage Jobs and Sets > Manage Sets), locate thesaved query (logical set) and select Results in the row actions list. See Managing Search Queries and Sets.

Set Details Page

Your most recent searches (saved or unsaved) can be run by selecting one from the drop-down list that appears whenyou select in the search text field. To rerun a recent simple or advanced repository search (including the search type,field, and search string), select the text box and select a previous search from the drop-down list that appears; thesearch runs immediately. This feature is not available for non-repository searches (PO lines, funds, and so forth), but

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Pushing Records to Metadata EditorFrom the search results page you can push a single record or multiple records to the Metadata Editor. Pushing the recordsadds the records to the relevant Metadata Editor format list (MARC 21, UNIMARC, etc.)

The records are not pushed to the Metadata Editor due to the below reasons:

• You have insufficient cataloger privileges (see Cataloging Privileges).• The record is currently locked by another user (see locked-by notation)

The limit on open records in the Metadata Editor is 200 records. When you push records to the Editor:

• If there are less than 200 open records there already, they are pushed to the Editor, removing old records if necessary.If you selected to push records that are already open in the Metadata Editor, they are pushed and are included in thecount of 200 records.

• If there are 200 open records there already, no records are pushed and an error message notifies you about thereason.

The weekly maintenance job removes records from the Metadata Editor that were not edited in the last 30 days.

To push records to the Metadata Editor from the search results:

• To push a single record, select Push to MDE in the record action list.• To push multiple records, select the records and select Push Selected to MDE on the search results.

Sorting Search ResultsBy default, search results are sorted according to an internal ranking mechanism that is based on Apache Solr; for moreinformation, see http://www.solrtutorial.com/solr-search-relevancy.html. Ranking factors include:

• Term Frequency - The higher the term frequency in the document, the higher the document score.

• Inverse Document Frequency - The rarer a term is across all documents in the index, the higher its contribution tothe score.

• Coordination Factor - The more query terms found in a document, the higher its score.

• Field Length - The more words a field contains, the lower its score. This factor penalizes documents with longer fieldvalues.

For some search types, you can change the sort using the Sort by and Secondary Sort by drop-down lists, using thefollowing options (where Asc=ascending and Desc=descending):

• Rank

• Title – Asc

• Title – Desc

• Creator – Asc

you may be able to select a previous search string using your browser history.

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• Creator – Desc

• Publication Date – Asc

• Publication Date – Desc

• Uniform Title – Asc

• Uniform Title – Desc

• Series – Asc

• Series – Desc

These options are available for search types:

• All titles

• Physical titles

• Physical items

• Electronic titles

• Electronic collections (Sort by only)

• Electronic portfolios (Sort by only for titles)

• Digital titles

• Collections (Sort by only)

For information about terminology used on the repository search results list, see the “Managed by Department” Changed to“In Process” video (2:58 mins).

The sort order for holdings displayed within a single search result is handled in the following manner:

• Temporary holdings appear first.

• Among holdings from the same type (permanent / temporary), the holdings with more available items appear first.

• Among holdings from the same type (permanent / temporary) and the same number of available items, the holdingsare sorted alphabetically.

Filtering Search ResultsYou can filter search results using the facets in the left pane of the search results. The available facets depend on the typeof search and the items in the search results.

Search Result Facets

SearchType Facets Provided

All titlesMaterial type

Language (determined by the contents in the 008 field positions 35-37 and one or more 041 $a entries)

The holdings sort order is not configurable.

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Publication year

Resource Type

Physicaltitles

Item Material type

Language (determined by the contents in the 008 field positions 35-37 and one or more 041 $a entries)

Publication year

Resource Type

Electronictitles

Material type

Language (determined by the contents in the 008 field positions 35-37 and one or more 041 $a entries)

Resource Type

Digitaltitles

Language (determined by the contents in the 008 field positions 35-37 and one or more 041 $a entries)

Publication year

Collection

Usage Type

Digitalfiles

Entity type

File MIME type

File size bytes

File extension

Resource Type

Physicalitems

Item material type

Library

Process type

Resource Type

Electronicportfolio

Type

Interface

Electronic collection type

Service

Electronic material type

Availability (Electronic Portfolio)

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Available For

(For institutions configured for distributed access to electronic resources and for Network Zone member institutions)

Collection Library

Electroniccollection

Type

Interface

Electronic collection type

Availability (Electronic Collection)

CDI Search Activation

(Available only when using the Fully Flexible CDI activation model)

CDI Search Active For

(Shows all campuses via Active for Search, for Electronic Collections but not for Group Settings)

Authorities

Heading Usage - determined by the contents as follows:

• UNIMARC Authorities Heading Usage:

Names (if LDR pos. 9 equals "a", "b", or "e")

Subjects (if LDR pos. 9 equals "c", "d", or "j")

• MARC21 Authorities Heading Usage:

Names (if 008 pos. 14 equals "a")

Subjects (if 008 pos. 15 equals "a")

Series (if 008 pos. 16 equals "a")

Call Number/Classifications (if field 084 exists)

Vocabulary - According to the Authority record's registryId in the "Vocabulary" database table; in Alma Configuration >Resources > Metadata Configuration > Authority Vocabularies > Code (see Configuring Controlled Vocabulary Registry).

For Electronic Collection Type facets, the results are affected by the following considerations:

• Community Zone records are updated with the correct electronic collection type such as Journal, Book, and soforth.

• Locally migrated electronic collections are migrated with the type Journal in all cases (regardless of what type theyare).

• New local electronic collections have no electronic collection type.

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Facets include a count in parentheses next to the facet label.

The numbers in parentheses are directly related to the total count provided with your search results.

Sometimes the total count is labeled approximately. This may occur when searching for a frequently occurring term in ageneral index (for example, an All Titles search with keyword studies). To provide reasonable response time with a largenumber of search results, Alma provides an approximate count for the search results and facet counts. It is assumed thatan exact count is not necessary, since with a number of results this high, you are not planning on browsing through all ofthe results. If necessary, you can determine the exact number of results by saving the results to a set and itemizing (seeConverting Logical Sets to Itemized Sets). The number of items displayed for the itemized set (when creating the set,viewing the set creation job report, and viewing the itemized set) is exact.

Select the facet to narrow the search results. You may select more than one facet when multiple facets are available (seebelow). You can also clear your selection of facets that you previously selected by selecting the X icon

beside the selected facet. Select Clear all to clear all your facet selections.

Facet Count in Parentheses

Total Count in Search Results

Approximate Total Count

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Filtering Electronic Portfolios by ISBN, ISSN, or TitleWhen viewing results on the Portfolio List page, you can search within the list for a specific ISBN, ISSN, or Title.

Thumbnails in Search ResultsAlma attempts to display a thumbnail image for titles (either for digital titles only, or for all title types - see Customizing theThumbnail Display). If the title has a digital file, a thumbnail of that file appears. If the title has only physical items, Almaattempts to acquire a thumbnail image of the cover using the title’s ISBN or LCCN. If no thumbnail is available, a genericimage of the material type (book, video, music, and so forth) appears.

Institution, Community, and Network TabsThe results from your institution appear in the Institution tab. The Community tab includes results for records in theCommunity Zone; these are records that are available to all Alma institutions (see Introduction to Resource Management).

If your institution is a member of a collaborative network working with a Network Zone, the Network tab is also available.The Network tab includes results from your Network Zone. For more information regarding the Network tab, seeRepository Search in Collaborative Network. You can ask Ex Libris to enable a feature that allows you to display resultsfrom your Network Zone in the Institution tab; see Combining Institution and Network Zone Search Results.

An administrator can configure which tab is pre-selected by default for certain simple search types; see Customizing theRepository Search.

Search Result Icons

The following icons may appear beside a search result, depending on the tab you are viewing. Linked records are updatedwhen their target records (in the Community Zone or in the Network Zone) are updated.

Multiple Facets

ISBN, ISSN, or Title Filter

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Search Result Icons

Tab Icon Record ConditionSelect toOpen theItem In

Institution

Recorddoesnotappear

NOT defined in the institution N/A

Restricted by an inventory management group N/A

No icon Unlinked, non-electronic resource N/A

Record is suppressed, or digital representation is inactive.

When a record is suppressed, only the Library staff can see it. The record does not appears in thePrimo search results, and students cannot see and cannot request it. For details, see SuppressingAlma Records from Primo.

N/A

Peer Reviewed

When performing an All titles, Electronic titles, Electronic portfolios, Electronic collection, Physicaltitles, Physical items, Digital titles, Digital files, or Collections search, this icon appears for MARC 21bibliographic records that contain the following:

500 __ $a Refereed/Peer-reviewed

N/A

Open access

When performing an All titles, Electronic titles, Electronic portfolios, or Electronic collection search,this icon appears for MARC 21 bibliographic records that contain the following:

506 0_ $f Unrestricted online access $2 star

N/A

Unlinked, deactivated electronic resource N/A

Unlinked, activated electronic resource

N/A

Linked to a Community Zone record.Communitytab

Linked to a Community Zone record, but electronic title, collection, or portfolios are inactive.Communitytab

Linked to a Network Zone record Network

• This icon also appears for electronic collection bibliographic records when a URL isconfigured for the electronic collection and the record is not suppressed (even if there is noavailable service or active portfolios for the electronic collection).

• This icon only appears in Electronic searches (Electronic Titles/ Electronic Portfolio/Electronic Collection). It is not applicable in All Titles search and does not appear in thissearch type.

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Tab Icon Record ConditionSelect toOpen theItem In

tab

Community

Recorddoesnotappear

NOT defined in the Community Zone >N/A

Peer Reviewed

When performing an All titles, Electronic titles, Electronic portfolios, Electronic collection, Physicaltitles, Physical items, Digital titles, Digital files, or Collections search, this icon appears for MARC 21bibliographic records that contain the following:

500 __ $a Refereed/Peer-reviewed

N/A

Open access

When performing an All titles, Electronic titles, Electronic portfolios, or Electronic collection search,this icon appears for MARC 21 bibliographic records that contain the following:

506 0_ $f Unrestricted online access $2 star

N/A

No icon

Linked to a record in the Network Zone

AND

Restricted by an inventory management group

N/A

Linked to a record in the Network Zone

AND

NOT linked to a record in the institution

AND

NOT restricted by an inventory management group

Note: This icon also appears if an institution record is linked to the above Network Zone record.

Networktab

Linked to a record in the institution

Institutiontab

The icon is black

if the collection is active but the portfolios in the collection are not.

Note

For electronic collections of type 'Database', this icon always appears black

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Tab Icon Record ConditionSelect toOpen theItem In

Linked to a record in the Network Zone

AND

Linked to a record in the institution Whicheverlink wasadded last.

Network

Recorddoesnotappear

NOT defined in the Network Zone N/A

Peer Reviewed

When performing an All titles, Electronic titles, Electronic portfolios, Electronic collection, Physicaltitles, Physical items, Digital titles, Digital files, or Collections search, this icon appears for MARC 21bibliographic records that contain the following:

500 __ $a Refereed/Peer-reviewed

N/A

Open access

When performing an All titles, Electronic titles, Electronic portfolios, or Electronic collection search,this icon appears for MARC 21 bibliographic records that contain the following:

506 0_ $f Unrestricted online access $2 star

N/A

No icon

NOT linked to a Community Zone record

AND

NOT linked to a record in the institution

N/A

Linked to a Community Zone record

AND

NOT linked to a record in the institution (note that black indicates an inactive electronic title,collection, or portfolio)

Communitytab

Linked to a record in the institutionInstitutiontab

in the Community tab, since a database does not have portfolios. The correct indicationfor electronic collections of type 'Database' is in the Institution tab.

See notes above.

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Tab Icon Record ConditionSelect toOpen theItem In

Viewing Inventory/Other DetailsFor title search results, inventory tabs (Physical, Electronic, and/or Digital), Available For information (see SearchResults with Restricted Access), and an Other Details tab appear below each result (see Search Results Tabs for moreinformation). The number of holdings/portfolios/representations appear in parentheses in the name of the tab. Select a tabto expand or collapse more information about the result. See Record Lists for more options.

Search Results Tabs

Tab Description

Physical

Displays title holdings and item information with links to the List of Holdings page and to the List of Items page.

A green dot appears in the tab header if there are holdings and, at least, one of the holdings has an item in place. A grey dotappears if there are holdings but none of them has an item in place. The number that appears next to the Physical tab header,identifies the number of holdings records in that tab. Note that the number displayed is a combination of both real holdings, and"virtual" holdings, which represent an aggregation of items in a temporary location.

The Physical tab contains the following columns of information: Library, Location, Call Number, Accession Number, ItemAvailability, and Related Record. The data that appears in the Item Availability column is determined in the following manner:

• A green dot appears in the Item Availability column when, at least, one item has availability that is determined by a value inany of the following fields or, at least, one item is in place (Status = Item in place):

◦ Holdings Record – 866 $a or $z or 867 $a or $z or 868 $a or $z

◦ Item Editor – Chronology I and/or Enumeration A

The icon is black

if the collection is active but the portfolios in the collection are not.

Note

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Tab Description

In the absence of these conditions, a gray dot appears for Item Availability.

• Fields are evaluated for an existing value in the order specified below, and the text next to the item availability indicatorcomes from the following:

◦ Holdings record's 866 $a or $z or 867 $a or $z or 868 $a or $z

The text that exists in the relevant subfield appears.

◦ Chronology I and/or Enumeration A

Based on the information in these fields, from: <field value> until: <field value> appears.

◦ Status = Item in place (for, at least, one item)

Based on the item's status, <x value> of <y value> Available appears.

Electronic

Displays title electronic inventory, including the collection name, service type, availability, and a link (View) to the portfolio in theElectronic Portfolio Editor. Select Portfolio List to open the Portfolio List page (see Working with the Portfolio List).

A green dot appears in the tab header if there is inventory and at least one of the resources is active. A grey dot appears ifthere is inventory but none of the resources is active.

Digital

Displays title digital inventory. For each digital representations, this tab displays the label, usage type, repository, and numberof files; and provides a link to view the representation.

Select All Representations to open the Digital Resource Editor page for all the representations.

Collections Displays title digital collections, including the collection name and a link for each collection to the Collection Resource Editor.

OtherDetails

Displays:

• Related Records – Number of related records

• Publishing information for physical inventory – The PID (publishing ID)

• Publishing information for digital inventory – The PID (publishing ID)

• Completed Requests - Number of times this item has been requested

• Licenses – Name (see Managing Electronic Resources for more information)

• Courses – Number of linked courses

Item Availability for Chronology/Enumeration

Status = Item in Place

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Tab Description

• PDA – Name (see Managing Electronic Resources for more information)

• Reminders – Number of reminders

• Number of loans – (for titles) Number of times this item has been loaned

• Number of in house use – (for titles) Number of unused items

• Year-to-date loans – (for titles) Completed Loans

• Last in house use date – (for titles) Last date

Select the number, name, or ID to access more details.

Performing Actions on the Repository Search Results PageSee the table below for a description of the actions that you can take while using the repository search results.

Search Results List Actions

SearchType Action Description

Remove

Remove an item from an itemized set.

All Titles

Release Assignment

Release the bibliographic record if it is assigned to another staff user.If you want to remove all bibliographic record assignments for aparticular staff user, see MD Editor Menu and Toolbar Options. Thisaction appears only if you have the role Catalog Manager.

Add to Reading ListWhen reading lists are assigned to you, use this option to add titles tothose assigned reading lists. See Managing Reading Lists for moreinformation.

Display in Discovery

Use this option to open the title in Primo’s Full Display page.

Display Services Page Use this option to open the title in Primo's Services page.

The actions that appear depend upon the search type and the roles of the user. Not all actions appear for all users.

Note

This action is available only when managing an itemized set; seeViewing and Removing Members of Itemized Sets.

Note

This option is only presented when Primo VE is installed.

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SearchType Action Description

Push to MDEUse this option to push the record to Metadata Editor to reference andwork with it there. See Pushing Records to the Metadata Editor.

The results for an All Titles search include physical, electronic, and digital titles, and the actions for each record vary accordingto the record type. See the following titles-related sections in this table for the descriptions of the remaining actions.

PhysicalTitles

Holdings

View holdings information. Opens the MARC simple Record Viewpage (single record) or the List of Holdings page (multiple records).For more information, see Viewing Metadata Read-Only in the SimpleRecord View Page and Working with the List of Holdings. Also seethe parameter display_specific_related_items in Configuring OtherSettings.

Items

View items information. Opens one of the following pages:

• Physical Item Editor (single item)

For more information, see Updating Item-Level Information.

• List of Items (multiple items)

For more information, see Working with the List of Items.

Edit Record

Edit the bibliographic record. Opens the MD Editor (see Opening theMetadata Editor).

This option is only presented when Summon over Alma isinstalled.

Note

This operation is available only if the specific search resultactually has items.

Note

Search results include records that may be locked due to anotherstaff member editing the record. Locked records appear in thesearch results without any indication of being locked. A messagethat the record is locked appears only when you open the recordin the MD Editor. Select Edit Record from the search results toopen the record in the MD Editor.

This notation indicates that there is an open draft for the recordand that someone other than you is working on it. This recordcannot be edited until the operator that has it locked does aRelease or Save and Release in the MD Editor or the setting for

Locked By Notation

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SearchType Action Description

OrderInitiate a purchase order. Opens the PO Line Owner and Type page(see Creating PO Lines).

Request

Initiate a fulfillment request on the title. Opens the Create Requestpage (see Creating a Request).

From the Create Request page, you can select a Physical titlesrequest such as Move temporarily or Patron digitization requestfrom the Request Type drop-down list.

Resource Sharing Request

Initiate a resource sharing borrowing request on the title. Opens theResource Sharing Borrowing Request page (see Adding a ResourceSharing Borrowing Task from a Search). This action appears only ifyou have one of the roles Fulfillment Services Operator or FulfillmentServices Manager in the scope of the resource sharing library.

Add to CollectionAdd the title to a collection. This action appears only if you havecollections configured. For more information refer to ManagingCollections.

Publishing Information

View publishing information. Opens the Publishing Information pagewith the following information (available only for General System,Repository, and Catalog Administrators, and Deposit Managers):

• PID

• Last publication date

• Last publication value

• RTA link

• Job history

Select the relevant profile in the Publishing Profile field.Learn about debugging publishing information in the DebuggingPublishing Information video (1:52 mins).

Linked DataView linked data. See Using Linked Data from the Repository SearchResults below for more information.

Add Reminder

Create and edit reminders for the bibliographic record by entering thefollowing pieces of information:

• Date for the reminder to occur

• Type of reminder

• Status of the reminder

the working_copy_lock_timeout parameter has expired.The default setting for working_copy_lock_timeout is onehour. See working_copy_lock_timeout for more information.

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SearchType Action Description

• Text describing the reminder

For more information, see Working with Reminders.

More Info

View more information. Opens the More Info dialog box with thefollowing information:

• Title

• Related Records - Number of related records (or No RelatedRecords)

• Requests/Work Orders - Number of requests/work orders (or NoRequests/Work Orders). This value does not include expiredbooking requests, and indicates only the number of requests/work orders linked to the title; it does not indicate anything aboutthe request’s place in the queue.

• Courses - Number of linked courses (No Course)

Select the numeric links to access additional details.

For information on displaying the courses associated with a title, seethe View Courses Linked to a Title video (2:43 mins).

ElectronicTitles(Institutiontab)

Electronic Collection ListView the list of portfolios associated with this title. Opens thePortfolios List page. For more information see Working with thePortfolio List.

View It

View the electronic service associated with this title. This opens theAlma Link Resolver Electronic Services page.

To view more than a maximum of 25 entries, enable the enable_view_it_show_all_results customer parameter to show all entries.With this parameter enabled, the View It feature provides a Show Alllink to display all the resources.

For more information regarding the Alma Link Resolver ElectronicServices page, see Using the OpenURL Link Resolver ElectronicServices Page.

To enable direct linking to electronic services via Alma Link ResolverElectronic Services, see Configuring Direct Linking.

Order

Initiate a purchase order. Opens the PO Line Owner and Type page(see Creating PO Lines).

When you place orders for electronic resources (from bibliographic-/title-level search results) that contain multiple URLs (856 $u fields),Alma creates a portfolio for each URL.

Resource Sharing Request

Initiate a resource sharing borrowing request on the title. Opens theResource Sharing Borrowing Request page (see Adding a ResourceSharing Borrowing Task from a Search). This action appears only ifyou have one of the roles Fulfillment Services Operator or FulfillmentServices Manager in the scope of the resource sharing library.

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SearchType Action Description

Document DeliveryInitiate a resource request for this title. Opens the Create Requestpage (see Creating a Request).

Add to CollectionAdd the title to a collection. This action appears only if you havecollections configured. For more information refer to ManagingCollections.

Publishing Information

View publishing information for this title. Opens the PublishingInformation page that provides the following information (availableonly for General System, Repository, and Catalog Administrators):

• PID

• Last publication date

• Last publication value

• RTA link

• Job history

Select the relevant profile in the Publishing Profile field.Learn about debugging publishing information in the DebuggingPublishing Information video (1:52 mins).

Linked DataView linked data. See Using Linked Data from the Repository SearchResults below for more information.

Add Reminder

Create and edit reminders for the bibliographic record by entering thefollowing pieces of information:

• Date for the reminder to occur

• Type of reminder

• Status of the reminder

• Text describing the reminder

For more information, see Working with Reminders.

More Info

View more information for this title. Opens the More Info dialog boxwith the following information:

• Title

• Related Records - Number of related records (or No RelatedRecords)

• Requests/Work Orders - Number of requests/work orders (or NoRequests/Work Orders). This value does not include expiredbooking requests, and indicates only the number of requests/work orders linked to the title; it does not indicate anything aboutthe request’s place in the queue.

• Licenses - Number of licenses (or No Licenses)

See Associating a License at the Portfolio Level and ManagingLicenses and Amendments for related information.

• Courses - Number of linked courses (No Course)

Select the links to access additional details.

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SearchType Action Description

For information on displaying the courses associated with a title, seethe View Courses Linked to a Title video (2:43 mins).

ElectronicTitles(Communitytab)

Electronic Collection ListView the list of portfolios associated with this title. Opens thePortfolios List page. For more information see Working with thePortfolio List.

Order

Initiate a purchase order. Opens the PO Line Owner and Type page(see Creating PO Lines).

When you place orders for electronic resources (from bibliographic-/title-level search results) that contain multiple URLs (856 $u fields),Alma creates a portfolio for each URL.

Resource Sharing Request

Initiate a resource sharing borrowing request on the title. Opens theResource Sharing Borrowing Request page (see Adding a ResourceSharing Borrowing Task from a Search). This action only appears ifyou have one of the roles Fulfillment Services Operator or FulfillmentServices Manager in the scope of the resource sharing library.

Edit Record

Edit the bibliographic record. Opens the MD Editor (see Opening theMetadata Editor).

DigitalTitles

View It

View the digital object. Opens the Alma Link Resolver Services pagefrom which you can view the object (if you have permission/access tothe object).

For more information regarding the Alma Link Resolver Servicespage, see Using the Alma Link Resolver Electronic Services Page.

RepresentationsEdit the digital representation. Opens the Digital Resource Editor. Formore information, see Managing Digital Resources.

Export Export the title. A note appears at the top of the Repository Search

Search results include records that may be locked due to anotherstaff member editing the record. Locked records appear in thesearch results without any indication of being locked. A messagethat the record is locked appears only when you open the recordin the MD Editor. Select Edit Record from the search results toopen the record in the MD Editor.

This notation indicates that there is an open draft for the recordand that someone other than you is working on it. This recordcannot be edited until the operator that has it locked does aRelease or Save and Release in the MD Editor or the setting forthe working_copy_lock_timeout parameter has expired.The default setting for working_copy_lock_timeout is onehour. See working_copy_lock_timeout for more information.

Locked By Notation

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SearchType Action Description

page (above the Search Criteria options) providing the location of theexported digital title.

Add RepresentationAdd representation. Opens the Representation Details page. Formore information, see Managing Digital Resources.

OrderInitiate a purchase order. Opens the PO Line Owner and Type page(see Creating PO Lines).

Publishing Information

View publishing information for this title. Opens the PublishingInformation page that provides the following information (availableonly for General System, Repository, and Catalog Administrators, andDeposit Managers):

• PID

• Last publication date

• Last publication value

• RTA link

• Job history

Select the relevant profile in the Publishing Profile field.Learn about debugging publishing information in the DebuggingPublishing Information video (1:52 mins).

Resource Sharing Request

Initiate a resource sharing borrowing request on the title. Opens theResource Sharing Borrowing Request page (see Adding a ResourceSharing Borrowing Task from a Search). This action appears only ifyou have one of the roles Fulfillment Services Operator or FulfillmentServices Manager in the scope of the resource sharing library.

Linked DataView linked data. See Using Linked Data from the Repository SearchResults below for more information.

Add Reminder

Create and edit reminders for the bibliographic record by entering thefollowing pieces of information:

• Date for the reminder to occur

• Type of reminder

• Status of the reminder

• Text describing the reminder

For more information, see Working with Reminders.

More Info

View more information for this title. Opens the More Info dialog boxwith the following information:

• Title

• Related Records - Number of related records (or No RelatedRecords)

• Requests/Work Orders - Number of requests/work orders (or NoRequests/Work Orders). This value does not include expiredbooking requests, and indicates only the number of requests/

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SearchType Action Description

work orders linked to the title; it does not indicate anything aboutthe request’s place in the queue.

For more information on the request queue/priority, see TheRequest Queue.

• Courses - Number of linked courses (No Course)

Select the links to access additional details.

For information on displaying the courses associated with a title, seethe View Courses Linked to a Title video (2:43 mins).

Digital Files

View It

View the digital object. Opens the Alma Link Resolver Services pagefrom which you can view the object (if you have permission/access tothe object).

For more information regarding the Alma Link Resolver Servicespage, see Using the Alma Link Resolver Electronic Services Page.

Deliver (New Alma Viewer only)Displays the file in the New Alma Viewer. Only available when theNew Alma Viewer is configured. For more information , seeConfiguring Viewer Services.

RepresentationsEdit the digital representation. Opens the Digital Resource Editor. Formore information, see Managing Digital Resources.

Download Download the digital file.

ResourceSharingRequest

Initiate a resource sharing borrowing request on thetitle. Opens the Resource Sharing BorrowingRequest page (see Adding a Resource SharingBorrowing Task from a Search). This action appearsonly if you have one of the roles Fulfillment ServicesOperator or Fulfillment Services Manager in thescope of the resource sharing library.

PhysicalItems

EditEdit the item. Opens the Physical Item Editor page (see UpdatingItem-Level Information).

Holdings

View holdings information. Opens the MARC simple Record Viewpage (single record) or the List of Holdings page (multiple records).For more information, see Viewing Metadata Read-Only in the SimpleRecord View Page and Working with the List of Holdings.

Items

View item information. Opens one of the following pages:

• Physical Item Editor (single item)

For more information, see Updating Item-Level Information.

• List of Items (multiple items)

For more information, see Working with the List of Items.

Request Initiates a fulfillment request (see Creating a Request).

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SearchType Action Description

Resource Sharing Request

Initiate a resource sharing borrowing request on the title. Opens theResource Sharing Borrowing Request page (see Adding a ResourceSharing Borrowing Task from a Search). This action appears only ifyou have one of the roles Fulfillment Services Operator or FulfillmentServices Manager in the scope of the resource sharing library.

Work OrderInitiate a work order for the item, such as to request binding orprocess a withdrawal (see Creating a Request).

More Info

View more information about the item. Opens the More Info dialogbox with the following information:

• Title

• Related Records - Number of related records (or No RelatedRecords)

• Requests/Work Orders - Number of requests/work orders (or NoRequests/Work Orders). This value does not include expiredbooking requests, and indicates only the number of requests/work orders linked to the item; it does not indicate anything aboutthe request’s place in the queue.

When selecting this value, requests bound to the item, as well asrequests that the item can fulfill, appear.

• Number of Loans

• Last Loan Date

• Number of In-House Uses

• Last In-House Use Date

• Year to Date Loans (indicates the number of loans submittedduring the current calendar year)

• Courses - Number of linked courses (No Course)

Select the links to access additional details.

For information on displaying the courses associated with a title, seethe View Courses Linked to a Title video (2:43 mins).

ElectronicPortfolio(Institutiontab)

EditEdit the portfolio. Opens the Electronic Portfolio Editor page. For moreinformation, see Editing a Portfolio Using the Electronic PortfolioEditor.

ViewView the portfolio. Opens the Electronic Portfolio Editor page in viewmode.

Activate / Deactivate

Activate or deactivate the portfolio. The resource’s icon changeswhen the activation status changes. For example, when an unlinkedportfolio is activated, the icon appears in color (

). When the portfolio is deactivated, the icon appears gray (

).

Order / Additional OrderInitiate a purchase order. Opens the PO Line Owner and Type page(see Creating PO Lines).

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SearchType Action Description

Link to Community

Initiate the process to link a local portfolio to a Community Zoneportfolio. This option is available only if a local portfolio was createdas a standalone portfolio and not as part of an electronic collection.

You may, for example, use this option when you have created a localportfolio during the acquisition process and later want to link theportfolio to an electronic collection in the Community Zone.

When you select Link to Community, the Link Standalone Portfolioto Community Zone Collection wizard opens, in which you 1) select amatching Community Zone portfolio, 2) select a local electroniccollection with which to associate the standalone portfolio, and 3)select to use the descriptive metadata from the Community Zonebibliographic record or retain the Institution Zone descriptivemetadata.

After the local portfolio is linked to a Community Zone portfolio, theLink to Community search results action no longer appears and theicon changes from the Institution Zone icon to the Community Zoneicon (see Search Result Icons).

For related information, see Linking a Local Electronic Collection tothe Community Zone and Linking a Local Portfolio that is part of aCommunity Zone-Linked Collection to the Community Zone.

Create E-Activation TaskCreate an electronic activation task and displays a confirmationmessage when successful.

Test AccessTest access to the portfolio and display the results on the Alma LinkResolver Electronic Services page (see Using the Alma Link ResolverElectronic Services Page).

DeleteDelete a local portfolio or a portfolio that is linked to the CommunityZone.

Report to Ex Libris

Send a portfolio update, add, remove, or coverage request to ExLibris. Opens the Report to Ex Libris page. The contact informationprovided on the Report to Ex Libris page is defined by anadministrator; see Configuring CRM Contacts.For information on using this option in the Institution tab, see the“Send to Ex Libris” for Local Collections video (3:03 mins).

Resource Sharing Request

Initiate a resource sharing borrowing request on the title. Opens theResource Sharing Borrowing Request page (see Adding a ResourceSharing Borrowing Task from a Search). This action only appears ifyou have one of the roles Fulfillment Services Operator or FulfillmentServices Manager in the scope of the resource sharing library.

More InfoView more information about this portfolio. Opens the More Info dialogbox with the following information:

If you choose to retain the Institution Zone descriptive metadata,the portfolio’s descriptive metadata will not be synchronized withupdates from the Community Zone.

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SearchType Action Description

• Title

• Related Records - Number of related records (or No RelatedRecords)

• Additional Orders - Number of additional orders

• Licenses - Number of licenses

See Associating a License to a Portfolio and Managing Licensesand Amendments for related information.

• Courses - Number of linked courses (No Course)

• Combined Usage (last 12 months) - Number of usages. Select toview graphed data from the Journal Usage Counter of theCOUNTER reports in Analytics (Usage Data Details > UsageData). Specifically, this is the usage by title – graph that islocated under Shared Folders/Alma/Usage/Reports.

Select the links to access additional details.For information on displaying the courses associated with a title, seethe View Courses Linked to a Title video (2:43 mins).

ElectronicPortfolio(Communitytab)

ActivateInitiate the process to add and activate portfolios from the CommunityZone for a library.

Linking Information

Select this action to view the base linking information for the portfoliothat is available in the Community Zone.

This action can be selected for activated portfolios and non-activatedportfolios.

In the pop-up that appears when this action is selected, there is alsothe option to choose to activate the portfolio.

When present in the Community Zone, static URL and dynamic URLinformation appears in the pop-up display.

OrderInitiate a purchase order. Opens the PO Line Owner and Type page(see Creating PO Lines).

Report to Ex Libris

Send a portfolio update, add, remove, or coverage request to ExLibris. Opens the Report to Ex Libris page. The contact informationprovided on the Report to Ex Libris page is defined by anadministrator; see Configuring CRM Contacts.

Resource Sharing RequestInitiate a resource sharing borrowing request on the title. Opens theResource Sharing Borrowing Request page (see Adding a Resource

The number of months that appear for the last twelve monthperiod depends upon which months are included in theCOUNTER reports loaded by the library. Fore moreinformation see Managing COUNTER-Compliant UsageData.

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SearchType Action Description

Sharing Borrowing Task from a Search). This action appears only ifyou have one of the roles Fulfillment Services Operator or FulfillmentServices Manager in the scope of the resource sharing library.

Collection

Edit RecordEdit the bibliographic record (title record) for the collection. Opens theMD Editor.

Collection

Manage the collection.

Opens the Collections Resource Editor page where you can viewsummary information for the collection, look up the history related tothis collection, view titles in the collection, and add sub-collections tothe collection.

Title List

Displays the list of titles in the collection.

Collection Action

Collection Action Opens Collection Resource Editor

Title List Action

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SearchType Action Description

View Collection ResourceView all related services and components of the collection without theability to change or add data.

ElectronicCollection(Institutiontab)

Edit Edit the electronic collection. Opens the Electronic Collection Editor.

Activate/Deactivate for Search in CDI

When the operator has the CDI Inventory Operator role and CDI isconfigured as Fully Flexible, this collection can be activated ordeactivated for search in CDI. If the collection is activated only forsearch in CDI, the collection will not appear in the link resolver andwill not be available in the Filtered to Full Text Only search.

Remove CDI-only full text activation

When the operator has the CDI Inventory Operator role and CDI isconfigured as Fully Flexible, this option removes the Active for fulltext in CDI only status from the collection and allows Primo users toaccess the collection's full text. Once the status has been removed,you cannot add it back.

During CDI enablement, the Active for full text in CDI only status isapplied to collections if the following is true prior to enablement:

• The collection was active in Primo Central.

• The collection has the Link in record linking type.

• The collection was not active in Alma.

For more details, see CDI FAQs.

Delete

Delete the electronic collection.

A confirmation dialog box presents the option to delete the electroniccollection (along with deleting associated electronic collectionservices, portfolios, and e-activation tasks, and unlinking PO lines)and a drop-down list of options (delete, suppress, or do nothing) forhandling childless bibliographic records when deleting the electroniccollection.

Displays List of Titles in the Collection

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SearchType Action Description

After you select Confirm, a background job runs, deleting the e-collection and its associated components.

While the job is running, the action buttons for the record are notavailable. The job ID appears at the top of the page. To monitor thejob and view the job report, see Delete Electronic Collection JobReport.

If the e-collection is empty, the deletion is handled online—that is,without running a job.

ViewView the electronic collection. Opens the Electronic Collection Editorpage in view mode.

Portfolio List (number)View the portfolio list. Opens the Portfolios List page. For moreinformation see Working with the Portfolio List.

Order / Additional OrderInitiate a purchase order. Opens the PO Line Owner and Type page(see Creating PO Lines).

Link to Community

Initiate the process to link a local electronic collection to an electroniccollection in the Community Zone. Linking local electronic collectionsto the Community Zone provides the benefit of Community Zoneupdates to the electronic collections that you link to the CommunityZone. See Linking a Local Electronic Collection to the CommunityZone for more information.

Create E-Activation TaskCreate an electronic activation task and displays a confirmationmessage when successful.

Publishing Information

View publishing information about the electronic collection. Open thePublishing Information page with the following information (availableonly for General System, Repository, and Catalog Administrators, andDeposit Managers):

• PID

• Last publication date

• Last publication value

• RTA link

• Job history

Select the relevant profile in the Publishing Profile field.Learn about debugging publishing information in the DebuggingPublishing Information video (1:52 mins).

Edit ServiceEdit the electronic service. Opens the Electronic Service Editor. SeeModifying an Electronic Service.

Electronic Collection Delete Confirmation

If the job runs for a long time and the actions are still disabled,you can request Ex Libris Support to restore the action buttons.

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SearchType Action Description

Report to Ex Libris

Send a portfolio update, add, remove, or coverage request to ExLibris. Opens the Report to Ex Libris page. The contact informationprovided on the Report to Ex Libris page is defined by anadministrator; see Configuring CRM Contacts.

More Info

View more information about the electronic collection. Opens theMore Info dialog box with the following information:

• Title

• Related Records - Number of related records (or No RelatedRecords)

• Additional Orders - Number of additional orders

• Licenses - Number of licenses

Refer to Associating a License to a Portfolio and ManagingLicenses and Amendments for related information.

• Courses - Number of linked courses (No Course)

Select the links to access additional details.

For information on displaying the courses associated with a title, seethe View Courses Linked to a Title video (2:43 mins).

ElectronicCollection(Communitytab)

Portfolio List (number)View the portfolio list. Opens the Portfolios List page. For moreinformation see Working with the Portfolio List.

Activate/Deactivate for Search in CDI

When the operator has the CDI Inventory Operator role and CDI isconfigured as Fully Flexible, this collection can be activated ordeactivated for CDI search. If the collection is activated only in theCommunity Zone, the collection will not appear in the link resolver andwill not be available for full text search.

Descriptive Record

View a simple view of the electronic collection. Opens the CommunityZone level bibliographic record available for the electronic collection inthe MARC Record Simple View page. See Viewing Metadata Read-Only in the Simple Record View Page and Working with ElectronicCollection Bibliographic Records and URLs Added to the CommunityZone for more information.

Activate

Activate the electronic collection. Opens the Activation Wizard (referto Activating an Electronic Collection Using the ActivationWizard). Where applicable, the collection can also be activated forCDI in the wizard (only when the CDI model is Fully Flexible).

OrderInitiate a purchase order. Opens the PO Line Owner and Type page(see Creating PO Lines).

Report to Ex Libris

Send a portfolio update, add, remove, or coverage request to ExLibris. Opens the Report to Ex Libris page. The contact informationprovided on the Report to Ex Libris page is defined by anadministrator; see Configuring CRM Contacts.

Authorities(Institutiontab)

As available, the Seen from information is provided in the searchresults. This information is pulled from the 4XX fields.

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SearchType Action Description

See alsoAs available, the See also information is provided in the searchresults with links to this information. This information is pulled from the5XX fields.

Search Bibliographic Records Matching This Value

When you select the Search Bibliographic Records Matching ThisValue link, Alma searches for bibliographic records that use theauthority record from which you selected this link.

Note that the search results depend on your linking strategy. If yourlinking strategy is based on ID, the ID is searched. Otherwise, atextual string is used for the search. The values that appear in thesearch results are based on a Solr search and not on the fact thatthese records are linked to a relevant authority record.

Edit Edit local authority information.

Authorities(Communitytab)

As available, the Seen from information is provided in the searchresults. This information is pulled from the 4XX fields.

See alsoAs available, the See also information is provided in the searchresults with links to this information. This information is pulled from the5XX fields.

Search Bibliographic Records Matching This Value

When you select the Search Bibliographic Records Matching ThisValue link, Alma searches for bibliographic records that use theauthority record from which you selected this link.

Note that the search results depend on your linking strategy. If yourlinking strategy is based on ID, the ID is searched. Otherwise, atextual string is used for the search. The values that appear in thesearch results are based on a Solr search and not on the fact thatthese records are linked to a relevant authority record.

In addition, the Export button that appears at the top of the page for all search types provides the option to export searchresults to an Excel file. The columns of information in the Excel file vary depending on the search type that you have used.

Excel files for all search types except Collections and Authorities have an MMS ID column.

For more information, see Export to Excel.

Example Repository Search ResultsSince the repository search facility in Alma provides the flexibility to conduct a variety of searches, the search resultsinclude information related to physical, electronic, and digital resources. As a result, the content of the search results varyand are specific to the type of search you are conducting. For example, the titles (all, physical, electronic, and digital)search results include bibliographic information; and the inventory (such as items, portfolios, and files) search resultsinclude details from imported data or data that you have entered using the Physical Item Editor (see Updating Item-LevelInformation) or the Electronic Portfolio Editor (see Editing a Portfolio Using the Electronic Portfolio Editor). In general, therepository search results include:

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• Material type

See Material Types in Search Results for more information regarding bibliographic material types. See Search Indexes fora list of the MARC tags associated with all the displayed fields.

• Process type

When loan text is displayed, it is a checkable link that displays the On Loan Item page with loan information.

• Resource type

See The Resource Type Field for more information.

• Content type

• Media type

• Carrier type

• Creator

• Publication place

• Publication date

• Publisher

• Subject

• Library

• Location

• Copy

• Barcode

• Item policy

• Orders

The Orders link shows the number of orders placed for the title, item, portfolio, or collection. Select the number/link toview the PO lines related to the entry. This link connects you to the PO lines using the PO line ID.

• Identifying numbers:

◦ Alma record number (the first number in 035a, the Other System Number)

◦ ISSN, ISBN

◦ Call number

◦ Item ID (Physical Items)

◦ Holdings ID (Physical Items)

◦ (Electronic) Collection ID (Electronic Collection and/or Electronic Portfolios)

◦ Portfolio ID (Electronic Portfolios)

◦ Service ID (Electronic Portfolios)

◦ File ID (Digital Files)

◦ Representation ID (Digital Files)

◦ Collection ID (Collection)

◦ MMS ID (Authorities)

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• Dates

◦ Creation Date

◦ Modification Date

Dates are formatted on the display according to your date configuration settings and are included as separate columns ofinformation when you export search results to Excel.

• Availability - Provides a link for accessing additional record details.

• Availability of related records

The Availability of Related Records appears in the search results when a bibliographic record is found and containsa 773 field with linking information to another bibliographic record with items. See the example below where the searchresults of an electronic item shows related records of two physical items.

You can configure the appearance of the location and library in the Availability line. For more information, seeCustomizing How Library and Location Appear.

For information about enhanced visibility of related records, see the Enhanced Visibility For Related Record Inventoryvideo (1:42 mins).

• Service

• Icons - See Search Result Icons

The illustrations below highlight the following search result examples. For non-bibliographic/authority related searches, seethe page referred to at the end of Performing a Simple Search.

All titles search results (Institution tab):

Related Records Search Results

Repository Search Page with the Results of All Titles Search

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Physical titles search results:

Electronic titles search results (Institution tab):

Digital titles search results (Institution tab):

Digital files search results (Institution tab):

Repository Search Results for a Physical Titles Search

Repository Search Page with Results of an Electronic Titles Search

Repository Search Page with Results of a Digital Titles Search

Digital Files Search Results List

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Physical items search results:

Electronic portfolio search results (Institution tab):

Collection search results (Institution tab):

Electronic collection search results (Institution tab):

Repository Search Page with Results of a Physical Items Search

Electronic Portfolio Search Results

Collection Results (partial)

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Electronic collection search results (Community tab):

Authorities search results (Institution tab):

Authorities search results (Community tab):

The Resource Type FieldThe Resource Type field is constructed based on existing bibliographic fields such as the LDR and 008 or dc:type ordcterms:type fields, in the case of Dublin Core. The Resource Type field supplements (but does not replace) the MaterialType field.

The Resource Type field is searchable, available as a facet, and is extracted to Analytics. It is much more detailed than theMaterial Type field. As a result, it is a useful means of constructing detailed reports.

For details regarding the Resource Type field and the criteria for its creation, see the following tables:

Electronic Collection Search Results – Institution Tab

Electronic Collection Search Results – Community Tab

Authorities Search Results on the Institution Tab

Authorities Search Results on the Community Tab

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• Rules Used to Create the Resource Type Field – MARC 21/KORMARC and UNIMARC• Rules Used to Create the Resource Type Field – CNMARC• Rules Used to Create the Resource Type Field – Dublin Core

The order of these tables is specific to how the rules are processed from beginning to end for creating the Resource Typefield. As soon as a condition is met, the table is no longer consulted. As a result, if a bibliographic record meets conditionsof more than one resource type, the first one appearing in the table is used.

After a record is saved or indexed, the Resource Type field information appears in the search results.

Resource Type is also available as a facet and an option in the advanced search.

Rules Used to Create the Resource Type Field – MARC 21/KORMARC and UNIMARC

Resource Type MARC 21 / KORMARC UNIMARC

Book – PhysicalLDR pos. 06 = a AND LDR pos. 7 = m AND 008 pos. 23!= a,b,c,o,f,q,s

LDR pos. 6 = a AND LDR pos. 7 = m

Book – ElectronicLDR pos. 06 = a AND LDR pos. 7 = m AND 008 pos. 23= o,q,s

LDR pos. 6 = l AND LDR pos. 7 = m

Other material –Electronic

LDR pos. 06 = m LDR pos. 6 = l

Resource Type Field

The following notation is used in this table:

• != means not equal - For example, "008 pos. 25 != e" means 008 position 25 will be anything except e

• , (comma) means or - For example, "008 pos. 23 != a,b,c,o,f " means 008 position 23 does not equal a or b or c or o or f

• Physical = printed books, printed serials, music-CD’s, CD-roms, DVD’s, and so forth (except microforms)

• Electronic = online (ebooks, e-serials, and so forth)

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Resource Type MARC 21 / KORMARC UNIMARC

Map – MicrofilmLDR pos. 06 = e AND LDR pos. 7 = m,s AND 008 pos.29 = a AND 008 pos. 25 != e

Map – MicroficheLDR pos. 06 = e AND LDR pos. 7 = m,s AND 008 pos.29 = b AND 008 pos. 25 != e

Map – PhysicalLDR pos. 06 = e AND LDR pos. 7 = m,s AND 008 pos.29 != a,b,c,o,f,q,s AND 008 pos. 25 != e

LDR pos. 6 = e, f AND LDR pos. 7 = m

Map – MicroopaqueLDR pos. 06 = e AND LDR pos. 7 = m,s AND 008 pos.29 = c AND 008 pos. 25 != e

Microforms LDR pos. 06 = !e AND 008 pos. 23 = a,b,c LDR pos. 6 = a AND 106 $a = t

Braille Book –Physical

LDR pos. 06 = a AND LDR pos. 7 = m AND 008 pos. 23= f

LDR pos. 6 = a, b AND LDR pos. 7 = m AND 106 $a/0 =f

Braille Serial –Physical

LDR pos. 06 = a AND LDR pos. 7 = i,s AND 008 pos. 23= f

LDR pos. 6 = a, b AND LDR pos. 7 = s AND 106 $a/0 = f

Braille Map –Physical

LDR pos. 06 = e AND LDR pos. 7 = m AND 008 pos. 29= f

LDR pos. 6 = e, f AND LDR pos. 7 = m AND 106 $a/0 = f

Braille Music –Physical

LDR pos. 06 = c AND LDR pos. 7 = m AND 008 pos. 23= f

LDR pos. 6 = c, d AND LDR pos. 7 = m AND 106 $a/0 = f

Atlas – PhysicalLDR pos. 06 = e AND LDR pos. 7 = m AND 008 pos. 29!= a,b,c,o,f,q,s AND 008 pos. 25 = e

LDR pos. 6 = e, f AND 121 $a/8 = c

Atlas – ElectronicLDR pos. 06 = e AND LDR pos. 7 = m AND 008 pos.29 = o,s,q AND 008 pos. 25 = e

LDR pos. 6 = e, f AND 121 $a/8 = c AND 106 $a/0 = s

Map – ElectronicLDR pos. 06 = e AND LDR pos. 7 = m AND 008 pos. 29= o,s,q AND 008 pos. 25 != e

(LDR pos. 6 l AND 120 $a/0 = a,b) OR (LDR pos. 6 = e, fAND 106 $a/0 = s)

Newspaper –Physical

LDR pos. 06 = a,e AND LDR pos. 7 = i,s AND 008 pos.06 != d AND 008 pos. 21 = n AND 008 pos. 23 !=a,b,c,o,f,q,s

LDR pos. 6 = a AND LDR pos. 7 = s and 110 $a/0 = c

Newspaper(Ceasedpublication) –Physical

LDR pos. 06 = a,e AND LDR pos. 7 = i,s AND 008 pos.06 = d AND 008 pos. 21 = n AND 008 pos. 23 !=a,b,c,f,o,q,s

Newspaper –Electronic

LDR pos. 06 = a AND LDR pos. 7 = i,s AND 008 pos. 06!= d AND 008 pos. 21 = n AND 008 pos. 23 = o,q,s

LDR pos. 6 = l AND LDR pos. 7 = s and 110 $a/0 = c

Newspaper(Ceasedpublication) –Electronic

LDR pos. 06 = a AND LDR pos. 7 = i,s AND 008 pos. 06= d AND 008 pos. 21 = n AND 008 pos. 23 = o,q,s

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Resource Type MARC 21 / KORMARC UNIMARC

Journal – PhysicalLDR pos. 06 = a AND LDR pos. 7 = i,s AND 008 pos. 06!= d AND 008 pos. 21 = p AND 008 pos. 23 !=a,b,c,o,f,q,s

LDR pos. 6 = a AND LDR pos. 7 = s

Journal (Ceasedpublication) –Physical

LDR pos. 06 = a AND LDR pos. 7 = i,s AND 008 pos. 06= d AND 008 pos. 21 = p AND 008 pos. 23 !=a,b,c,o,f,q,s

Journal – ElectronicLDR pos. 06 = a AND LDR pos. 7 = i,s AND 008 pos. 06!= d AND 008 pos. 21 = p AND 008 pos. 23 = o,q,s

LDR pos. 6 = l AND LDR pos. 7 = s

Journal (Ceasedpublication) –Electronic

LDR pos. 06 = a AND LDR pos. 7 = i,s AND 008 pos. 06= d AND 008 pos. 21 = p AND 008 pos. 23 = o,q,s

Other Serial –Physical

LDR pos. 06 = a AND LDR pos. 7 = i,s AND 008 pos. 06!= d AND 008 pos. 21 != n,p AND 008 pos. 23 !=a,b,c,o,f,q,s

LDR pos. 6 = a AND LDR pos. 7 = s and 110 $a/0 = b, e

Other Serial(Ceasedpublication) –Physical

LDR pos. 06 = a AND LDR pos. 7 = i,s AND 008 pos. 06= d AND 008 pos. 21 != n,p AND 008 pos. 23 !=a,b,c,o,f,q,s

Other Serial –Electronic

LDR pos. 06 = a AND LDR pos. 7 = i,s AND 008 pos. 06!= d AND 008 pos. 21 != n,p AND 008 pos. 23 = o,q,s

LDR pos. 6 = l AND LDR pos. 7 = s and 110 $a/0 = b, e

Other Serial(Ceasedpublication) –Electronic

LDR pos. 06 = a AND LDR pos. 7 = i,s AND 008 pos. 06= d AND 008 pos. 21 != n,p AND 008 pos. 23 = o,q,s

Serial componentpart – Physical

LDR pos. 06 = a AND LDR pos. 7 = b AND 008 pos. 23!= a,b,c,o,f,q,s

Serial componentpart – Electronic

LDR pos. 06 = a AND LDR pos. 7 = b AND 008 pos. 23 =a,b,c,o,f,q,s

Manuscripts –Physical

Music and text manuscripts:

LDR pos. 06 = d,t AND LDR pos. 7 = m AND 008 pos. 23!= a,b,c,o,f,q,s

Cartographical manuscripts:

LDR pos. 06 = f AND LDR pos. 7 = m AND 008 pos. 29!= a,b,c,o,f,q,s

Music and text manuscripts:

LDR pos. 6 = b

Manuscripts –Electronic

Music and text manuscripts:

LDR pos. 06 = d,t AND LDR pos. 7 = m AND 008 pos. 23= o,s,q

Cartographical manuscripts:

LDR pos. 06 = f AND LDR pos. 7 = m AND 008 pos. 29 =o,s,q

Music and text manuscripts:

LDR pos. 6 = b AND LDR pos. 7 = m and 106 $a/0 = s

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Resource Type MARC 21 / KORMARC UNIMARC

Notated music –Physical

LDR pos. 06 = c AND LDR pos. 7 = m AND 008 pos. 23!= a,b,c,o,f,q,s

LDR pos. 6 = c

Notated music –Electronic

LDR pos. 06 = c AND LDR pos. 7 = m AND 008 pos. 23= o,q,s

LDR pos. 6 = c and 106 $a/0 = s

Audio musical –Physical

LDR pos. 06 = j AND LDR pos. 7 = m AND 008 pos. 23!= a,b,c,o,f,q,s

LDR pos. 6 = j

Audio musical –Electronic

LDR pos. 06 = j AND LDR pos. 7 = m AND 008 pos. 23 =o,q,s

LDR pos. 6 = j and 106 $a/0 = s

Audio nonmusical –Physical

LDR pos. 06 = i AND LDR pos. 7 = m AND 008 pos. 23!= a,b,c,o,f,q,s

LDR pos. 6 = i

Audio nonmusical –Electronic

LDR pos. 06 = i AND LDR pos. 7 = m AND 008 pos. 23 =o,q,s

LDR pos. 6 = i and 106 $a/0 = s

Projected medium –Physical

LDR pos. 06 = g AND LDR pos. 7 = m AND 008 pos. 33= d,f,i,m,p,s,t,v AND 008 pos. 29 != a,b,c,o,f,q,s

LDR pos. 6 = g

Projected medium –Electronic

LDR pos. 06 = g AND LDR pos. 7 = m AND 008 pos. 33= d,f,i,m,p,s,t,v AND 008 pos. 29 = o,s,q

LDR pos. 6 = g and 106 $a/0 = s

2D non-projectablegraphic – Physical

LDR pos. 06 = k AND LDR pos. 7 = m AND 008 pos. 33= a,c,i,k,l,n,o AND 008 pos. 29 != a,b,c,o,f,q,s

LDR pos. 6 = k

2D non-projectablegraphic – Electronic

LDR pos. 06 = k AND LDR pos. 7 = m AND 008 pos. 33= a,c,i,k,l,n,o AND 008 pos. 29 = o,q,s

LDR pos. 6 = k AND 106 $a/0 = s

Kit – PhysicalLDR pos. 06 = o AND 008 pos. 33 = b AND 008 pos. 29!= a,b,c,o,f,q,s

LDR pos. 6 = m

3D artifact –Physical

LDR pos. 06 = r AND 008 pos. 33 = r,w AND 008 pos. 29!= o,q,s

LDR pos. 6 = r

Collection LDR pos. 06 = a AND LDR pos. 7 = c

Music – ComponentPart

LDR pos. 06 = c,d,j AND LDR pos. 7 = a

Map – ComponentPart

LDR pos. 06 = e AND LDR pos. 7 = a

Manuscript –Component Part

Cartographical manuscripts:

LDR pos. 06 = f AND LDR pos. 7 = a

Projected media –Component Part

LDR pos. 06 = g AND LDR pos. 7 =a

Audio nonmusical –Component Part

LDR pos. 06 = i AND LDR pos. 7 = a

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Resource Type MARC 21 / KORMARC UNIMARC

2D non-projectablegraphic –Component Part

LDR pos. 06 = k AND LDR pos. 7 = a

Kit – ComponentPart

LDR pos. 06 = o AND LDR pos. 7 = a

3D artifact –Component Part

LDR pos. 06 = i AND LDR pos. 7 = a

Monographiccomponent part –Physical

LDR pos. 06 = a AND LDR pos. 7 = a AND 008 pos. 23!= a,b,c,o,f,q,s

Monographiccomponent part –Electronic

LDR pos. 06 = a AND LDR pos. 7 = a AND 008 pos. 23 =o,q,s

Analytic(Component Part)

LDR pos. 7 = a

UndefinedEverything that is not in the defined categories. Thiscategory could work as a checklist to find mistakes in thecontrol fields.

Everything that is not in the defined categories. Thiscategory could work as a checklist to find mistakes in thecontrol fields.

Rules Used to Create the Resource Type Field – CNMARC

Resource Type CNMARC

Microforms has 130

Rare – Physical LDR pos. 09 = r,#

2D non-projectable graphic –Electronic

LDR pos. 06 = k AND LDR pos. 7 = m AND has 135

2D non-projectable graphic –Physical

LDR pos. 06 = k AND LDR pos. 7 = m

Atlas – Electronic LDR pos. 06 = e AND LDR pos. 7 = m AND 124$b = a AND has 135

Atlas – Physical LDR pos. 06 = e AND LDR pos. 7 = m AND 124$b = a AND 106$a = r

The following notation is used in this table:

• != means not equal - For example, "008 pos. 25 != e" means 008 position 25 will be anything except e

• , (comma) means or - For example, "008 pos. 23 != a,b,c,o,f " means 008 position 23 does not equal a or b or c or o or f

• Physical = printed books, printed serials, music-CD’s, CD-roms, DVD’s, and so forth (except microforms)

• Electronic = online (ebooks, e-serials, and so forth)

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Resource Type CNMARC

Map – Electronic LDR pos. 06 = e AND LDR pos. 7 = m AND has 135

Map – Physical LDR pos. 06 = e AND LDR pos. 7 = m AND 106$a = d,r

Audio musical – Electronic LDR pos. 06 = j AND LDR pos. 7 = m AND has 135

Audio musical – Physical LDR pos. 06 = j AND LDR pos. 7 = m AND has 125

Audio nonmusical – Electronic LDR pos. 06 = i AND LDR pos. 7 = m AND has 135

Audio nonmusical – Physical LDR pos. 06 = i AND LDR pos. 7 = m AND has 125

Manuscripts – ElectronicMusic and text manuscripts:

LDR pos. 06 = b,d AND LDR pos. 7 = m AND has 135

Manuscripts – PhysicalMusic and text manuscripts:

LDR pos. 06 = b,d AND LDR pos. 7 = m AND 106$a = h

Book – Electronic LDR pos. 06 = a AND LDR pos. 7 = m AND has 135

Book – Physical LDR pos. 06 = a AND LDR pos. 7 = m AND 106$a = d,g,j,r

Manuscripts – ElectronicCartographical manuscripts:

LDR pos. 06 = f AND LDR pos. 7 = m AND has 135

Manuscripts – PhysicalCartographical manuscripts:

LDR pos. 06 = f AND LDR pos. 7 = m

Notated music – Electronic LDR pos. 06 = c AND LDR pos. 7 = m AND 125 pos. 0 = a,b,c,d,e,g,m,u,x,z AND has 135

Notated music – Physical LDR pos. 06 = c AND LDR pos. 7 = m AND 125 pos. 0 = a,b,c,d,e,g,m,u,x,z

Projected medium – Electronic LDR pos. 06 = g AND LDR pos. 7 = m AND has 135

Projected medium – Physical LDR pos. 06 = g AND LDR pos. 7 = m

Rare – Physical LDR pos. 06 = v AND LDR pos. 7 = m

Rubbing – Physical LDR pos. 06 = u AND LDR pos. 7 = m

Journal – Electronic LDR pos. 06 = a AND LDR pos. 7 = s AND 110 pos. 0 = a AND has 135

Journal – Physical LDR pos. 06 = a AND LDR pos. 7 = s AND 110 pos. 0 = a

Newspaper – Electronic LDR pos. 06 = a AND LDR pos. 7 = s AND 110 pos. 0 = c AND has 135

Newspaper – Physical LDR pos. 06 = a AND LDR pos. 7 = s AND 106$a = e

Other Serial – Electronic LDR pos. 06 = a AND LDR pos. 7 = s AND 110 pos. 0 = z AND has 135

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Resource Type CNMARC

Other Serial – Physical LDR pos. 06 = a AND LDR pos. 7 = s AND 110 pos. 0 = z AND 106$a = d,r

3D artifact – Physical LDR pos. 06 = r

Other material – Electronic LDR pos. 06 = l

Collection LDR pos. 06 = a AND LDR pos. 7 = c

Analytic (Component Part) LDR pos. 7 = a

UndefinedEverything that is not in the defined categories. This category could work as a checklist to find mistakesin the control fields.

Rules Used to Create the Resource Type Field – Dublin Core

Resource TypeDublin Core

Book Digital Text

Computer file – Digital

This is the default resource type when dc:type or dcterms:type exist but don't matchthe mapping.

Dataset / Software

Journal Digital

Map Digital

Mixed Material – DigitalEvent / InteractiveResource / Interactive Resource /Service

Music – Digital Sound

Visual material – DigitalImage / MovingImage / Moving Image / StillImage /Still Image

3D artifact – Digital PhysicalObject / Physical Object

Material Types in Search ResultsThe following bibliographic material types are identified in Alma’s search results:

• Books

• Journals

If no dc:type or dcterms:type exist in the record, no resource type or facet appears.

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• Computer files

• Maps

• Music Records

• Visual materials

• Mixed materials

Bibliographic material types are identified using the MARC 21 format for bibliographic data (described in the Scope of theBibliographic Format table and the Fields that Identify the Bibliographic Material Type table, both below).

Scope of the Bibliographic Format

Scope of the Bibliographic Format(MARC 21 - www.loc.gov/marc/bibliographic)

MARC 21 Format for Bibliographic Data is a carrier for bibliographic information about printed and manuscript textual materials, computerfiles, maps, music, journals, visual materials, and mixed materials. Bibliographic data commonly includes titles, names, subjects, notes,publication data, and information about the physical description of an item. The bibliographic format contains data elements for the followingtypes of material:

• Books (BK) - used for printed, electronic, manuscript, and microform textual material that is monographic in nature.

• Journals (CR) - used for printed, electronic, manuscript, and microform textual material that is issued in parts with a recurring pattern ofpublication (e.g., periodicals, newspapers, yearbooks). (NOTE: Prior to 2002, Journals (CR) were referred to as Serials (SE)).

• Computer files (CF) - used for computer software, numeric data, computer-oriented multimedia, online systems or services. Otherclasses of electronic resources are coded for their most significant aspect. Material may be monographic or serial in nature.

• Maps (MP) - used for all types of printed, electronic, manuscript, and microform cartographic materials, including atlases, sheet maps,and globes. Material may be monographic or serial in nature.

• Music Records (MU) - used for printed, electronic, manuscript, and microform music, as well as musical sound recordings, and non-musical sound recordings. Material may be monographic or serial in nature.

• Visual materials (VM) - used for projected media, non-projected media, two-dimensional graphics, three-dimensional artifacts ornaturally occurring objects, and kits. Material may be monographic or serial in nature.

• Mixed materials (MX) - used primarily for archival and manuscript collections of a mixture of forms of material. Material may bemonographic or serial in nature. (NOTE: Prior to 1994, Mixed materials (MX) were referred to as Archival and manuscript material (AM)).

These material types are identified from the bibliographic fields highlighted in Fields that Identify the Bibliographic MaterialType table below.

Fields that Identify the Bibliographic Material Type

LDR Position6

LDR Position7

007 Position00

Alma BibliographicMaterial

Alma Material TypeTerm

Alma E-Material TypeTerm

a a c d m BK Book Book

t BK Book Book

a b i s CR Journal Journal

c d i j MU Record Record

e f MP Map Map

g k r o VM Visual Material Other Visual Material

m CF Computer File Document

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LDR Position6

LDR Position7

007 Position00

Alma BibliographicMaterial

Alma Material TypeTerm

Alma E-Material TypeTerm

p MX Mixed material Other Visual Material

<Default> BK Book Book

Search Results with Restricted AccessSearch results for electronic resources may include details about access restrictions by groups of libraries, campuses, and/or institutions. When restrictions are enabled, an Available For label/row appears in the search results followed by a list ofgroups that have access. Hover your mouse over the list to see the complete list.

The search result facets include which groups are associated with the campus or library.

For information on restricting availability for electronic resources, see Configuring Distributed Access to ElectronicResources.

Linked Data in Repository Search ResultsYou can view linked data in repository search results for the following types of searches:

• All titles

• Physical titles

• Electronic titles

• Digital titles

For more information about linked data, see https://developers.exlibrisgroup.com/alma/integrations/linked_data.

To access linked data:

1. Complete a titles search for the resource for which you want to access the linked data elements.

2. Select the action Linked Data. A list of linked data appears.

Available For in Search Results

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The list displays the following information:

◦ Vocabulary field

According to context. The default context is https://open-na.hosted.exlibrisgroup.com/alma/contexts/bib. If thereis an active Linked Data integration profile (see Linked Data) with a path to a context, this context is used.

◦ Linked data URI

◦ Label

For ISBN, ISSN, and OCLC, the field content appears. For creator and subject, the value of the heading appears.

3. Select a link to access the linked data.

For more information, see the Linked Data Services video (1:50 min.).

Also see Using Linked Data While Working with Bibliographic Records for information regarding linked data in the MDEditor.

Ghost (Deleted) Records in the Repository Search ResultsGhost records are records that appear to exist but do not; they are leftover information about deleted records. On the rareoccasion that a ghost record appears in search results, Alma proactively identifies and eliminates the record automatically.

A ghost record appears with the message Indexing issue was identified with record and will be fixed for next search.

Linked Data List Page

A Linked Data integration profile does not have to be defined to access linked data in the search results.However, a Linked Data integration profile is required to expose linked data in JSON-LD format (see LinkedData for more information).

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The next time that you search, the message and the ghost record are gone. Since the record is actually a deleted record, itdoes not appear in Analytics reporting.

Ghost Record Message

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Advanced Search Logic: Differences Between the Classic and New UIThe logic of how advanced searches are built changed in Alma's new UI from Alma's classic UI. As a result, savedadvanced search queries (logical sets) built in the classic UI cannot be edited in the new UI (and vice versa). Thesequeries must be recreated in the new UI.

Note that saved search queries created in the classic UI continue to run properly in the new UI (for example, when Viewingthe Results of Logical Sets), and can be used to run jobs on sets in the new UI (when Running Manual Jobs on DefinedSets).

To make modifications to a classic UI query, you must create a new query using the new UI's advanced search form. Formore information, see Performing an Advanced Search.

If you are working in the new UI and attempt to edit a logical set created in the classic UI, Alma displays a messageindicating that the query is not editable.

Classic UI Advanced Search LogicIn the classic UI, advanced searches were built using conditions that were grouped into tiers. For example, when searchingan electronic title, you could add search fields related to the title, collection, or portfolio. All fields related to the title weregrouped together, as were all fields related to the collection or the portfolio.

Alma automatically added an AND between tier groups.

Electronic Titles where Title (Keywords contains keywords "history" or Title containskeywords "France") and Electronic Collection (Electronic collection Name containskeywords "history" and Electronic collection Type equals "Aggregator package") andElectronic Portfolio (Available for equals "MAINCAMPUS" or Contributed By (ElectronicPortfolio) contains keywords "Mary")

Advanced Search - Classic UI

Advanced Search Search String - Classic UI

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Furthermore, within each tier group, ORs took precedence over ANDs, so Alma automatically interpreted a search for AAND B OR C AND D to be A AND (B OR C) AND D. For more information, see Performing an Advanced Search.

New UI Advanced Search LogicIn the new UI, there are no tier groups. All fields are evaluated individually, connected by ANDs or ORs, as selected by theuser. Furthermore, ANDs now take precedence over ORs, so Alma automatically interprets a search for A AND B OR CAND D to be (A AND B) OR (C AND D).

(Keywords contains keywords "history") OR (Title contains keywords "France" ANDElectronic collection Name contains keywords "history" AND Electronic collection Typeequals "Aggregator package" AND Available for equals "MAINCAMPUS") OR (Contributed By(Electronic Portfolio) contains keywords "Mary")

Advanced Search and Search String - New UI

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Non-Preferred Terms in Repository SearchTo activate the feature described on this page, set enable_extender_index_linked_aut to true (see Configuring OtherSettings) prior to one of the two annual reindexing processes (see a detailed explanation here). This feature requires a fullreindexing to be completely functional. With this feature enabled, existing logical sets for All Titles, Physical Titles,Electronic Titles, and Digital Titles may produce an expanded set of results. Depending on how you use your logical sets,this may affect publishing results. Note that this feature is not available in sandbox environments.

You can enable repository searches for Keywords, Creator, Uniform Title, Names, Subject, and Subject (LC) to includematches to non-preferred terms in any associated authority records. The non-preferred terms that enrich the search resultsare taken from the 4XX fields in the authority record for both MARC 21 and UNIMARC records.

If, for example, there's an authority record Tchaikovsky, Peter Ilich, 1840-1893 (MMS ID98124867430000041) that includes Ciaikovsky as a non-preferred term, a search for Ciaikovsky finds a matchingbibliographic record linked to this authority record, even though the bibliographic record itself does not include the term.See the example below.

Non-preferred term (Ciaikovsky) in the authority record:

Search for Ciaikovsky:

Authority Record

Search for Ciaikovsky

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For more information, see Authorities - Searching via non-preferred terms in Alma.

Indexing the non-preferred terms may take up to 24 hours after linking a bibliographic record to an authority record.

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Series StatementsWhen displaying series statements, the system uses the 8XX data that is pointed to by the 490 field with a first indicator of1.

The data is formatted and concatenated as follows:

• No punctuation is added to the contents of $a (title statement) and its concatenated subfields.

• Punctuation that exists in the data is not removed.

• When data is displayed from different tags such as 490 0# $$a $$v and 830 ## $$a $$v, a semi-colon and spaces areplaced between the parts. For example:

Series: American annual papers Vol. 23 ; Official papers 2015

• In cases where a part ends with punctuation, no semi-colon is added.

• In cases where a tag has repeatable subfields such as the 490 with more than one $a and $v, the displayeddata keeps the order of the subfields as stored in the record; and in the cases where the subfield content does notcontain punctuation, a semi-colon and spaces are placed before the second (and onward) appearances of $a. Forexample:

490 0# $a Department of State publication ;$v 7846 $a Department and Foreign Service series ;$v 128

Series: Department of State publication ;7846 ; Department and Foreign Service series ; 128

See the table below for the guidelines used to create the display of series information.

Creating the Display of Series Information

Bibliographic Tag 1st Indicator 2nd Indicator Subfield Display Rule

440 # # $aDisplay only in case the 490 $a does not exist.

Display subfields: a, n, p, v

490 0 # $aAlways display.

Display subfields: a, v

490 1 # $a

If 8XX $a exists, don't display.

If 8XX $a does not exist, display.

Display subfields: a, v

490 # # $aAlways display.

Display subfields: a, v

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Bibliographic Tag 1st Indicator 2nd Indicator Subfield Display Rule

830 # # $aAlways display.

Display subfields: a, n, p, v

800

810

811

# # $tAlways display.

Display subfield: t

.

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The Alma User InterfaceView old UI

The following sections present elements that appear or remain consistent in the UI for all users throughout the Alma UI.

The Alma Home PageThe home page is the initial page that appears when you log in to Alma. You return to the Alma home page when youselect the logo in the persistent menu or when you cancel certain actions in Alma.

The elements on the Alma home page and items available in the menus depend on your user role and the informationavailable at your institution. However, the home page always presents:

• Persistent Menu – For information, see The Persistent Menu.

• Navigation bar - For more information, see The Navigation Bar.

• Your user name and current date.

• Recent Pages Widget – Displays the pages you have most recently visited. Select to go directly to one of the pages.

• Widgets / Manage Widgets Button - Widgets are a small pane on information or actions that are relevant to your userrole and Alma's current status. Some widgets contain links that you can select to view more information. See ManagingWidgets.

• Maintenance Message (if there is one to display) – A message about upcoming maintenance may appear under thepersistent menu. Select X to dismiss the message.

An administrator can configure the look and feel of Alma, including colors, logo, and default language. See UserInterface Settings.

Note

Alma Home Page Elements

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Managing WidgetsWidgets are a small pane on information or actions that are relevant to your user role and Alma's current status. Examplewidgets include a task list, a library calendar, the status of scheduled jobs, and outstanding student loans. You can displayor (with the exception of the Recent Pages widget) remove widgets from the Alma home page.

An administrator can configure the availability and contents of the widgets. For more information, see Configuring Widgets.

To display or hide a widget on the Alma home page:

1. Select the Manage Widgets button on the Alma home page (see the figure Alma Home Page Elements). TheManage Widgets overlay appears. For example:

2. Select the empty check box to the left of the widget that you want to display. Select the blue selected check box to theleft of the widget that you want to hide.

3. Select X when you are done.

You can also hide a widget by selecting Remove in the drop-down menu at the top right corner of the widget.

List of Widgets

The following widgets are available in Alma, depending on your user roles. Items in plain font are categories of widgets,rather than the actual name of a pre-defined widget.

Add Widget

Tasks Widget - Remove

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Available Widgets

Widget Screenshot Roles Description

Keep Up withAlma All

Highlights new Alma features and helps you keep up withAlma’s many new developments, drawing your attentionto important aspects of current functionality. Note thatyou can move the widget to a different part of yourdashboard or remove it from your dashboard entirely atany time.

Analytics

Asdefinedby thewidget

There may be multiple Analytics object widgets withvarious names, descriptions, and information. You musthave at least one of the roles defined for the widget to beable to view it.

For more information on Analytics widgets, see RunningAnalytics Reports and Displaying Them in Alma.

Tasks All

Displays tasks in the task list (see Tasks in the TaskList), including a count of how many tasks. Tasks aregrouped by expandable headers. Select a row to openthe Alma page that enables you to deal with the task.

Notifications AllNotifications to all users from your administrators. Forinformation on configuring these notifications, seeConfiguring the Home Page Notification Widget.

For the Electronic Resources tasks, the counterdisplays the sum of the totals from each listedcategory (i.e., Unassigned and Past Due-Date-Unassigned). Since a single task may fall intomultiple categories, the Electronic Resourcestasks counter may display a higher number thanthere are tasks.

Note

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Widget Screenshot Roles Description

OrganizationalCalendar All

Information about institution and library hours and specialevents. A few days are shown in the widget; select ViewFull Calendar to open a pane with the full calendar. Forinformation on configuring hours and events, seeManaging Institution/Library Open Hours.

ScheduledJob Status All

The status of scheduled jobs that ran in your institution,organized by type over the last five days. If there are anyfailed jobs, a red ! appears for that type on that date.Select the More Info link to view the Monitor Jobs pagewith those jobs pre-filtered to appear. See ViewingCompleted Jobs. For more information about this widget,see Viewing Scheduled Job Summary Status.

DiscoverySearch All

For Primo VE environments only, this widget allows staffusers to search for items using Primo VE's searchinterface, which uses the default view defined on theView Configuration page. To configure this widget, seeConfiguring the Discovery Search Widget.

PrimoDashboard All

For Alma-Primo environments only, this widget displaysthe status of the last publishing job to Primo. SelectPublishing Jobs List to view the Monitor Jobs pagewith that job pre-filtered to appear. See ViewingCompleted Jobs. To configure this widget, see AddingPrimo Search Box to the Alma Home Page.

ConsortiaMember Links All

This widget is available for all institutions, but it only hasmeaning for institutions that are members of acollaborative network implementing a Network Zone (seeManaging Multiple Institutions Using a Network Zone).Select a member institution to open a new tab, enablingyou to log in to that institution.

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Widget Screenshot Roles Description

Top TrendingBooks All

This widget is available for all institutions that enable theoption to contribute their library's inventory informationusing the Selection and Collection Development tool,which is available on the Data Sharing ProfileConfiguration page.

The widget presents a list of the top 10 physical andelectronic books that have been added to library'scollections within Alma various institutions (on average)as an indication of trends around the libraries. Thewidget can be fine-tuned in order to present specificclassifications taken from the library of congress. In caseone of the trending titles is part of your institution'scollection, the widget provides an indication and directsyou to it.

Administrator-created

Asdefinedby thewidget

Administrators can create widgets linked to informationon any website. For more information, see ConfiguringWidgets.

The Navigation BarThe main menu used to navigate in Alma. Throughout this document, any reference to this menu uses a path of menu andsub-menu elements as follows: main section > sub-section > specific option, for example Fulfillment > Checkout/Checkin > Manage Patron Services. If the resulting page is also a menu of options, these options may appear in thedocumentation as additional elements to the path.

The Navigation bar can be collapsed to provide more room on the page while still remaining visible. It can be expandedagain at any moment.

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Expanded State Collapsed State How to

To collapse the Main Menu Navigation panel:

1. Click

on the Main Menu Navigation panel (step 4 above) to open the Quick Links panel.

2. Select the Collapse left menu option.

3. To return to the expanded view, select Expand left menu.

From the Navigation Bar you can easily search for specific menu option and set the menu options that you usefrequently as Quick Links, so that the Alma interface is personalized to your workflow and you don't have to go through thesub-menus every time.

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The options in the Alma main menu depend on several factors, in particular the library/location to which you are logged in(see the table below) and your user role (see Managing User Roles). For the roles that are required to see each option, seeUser Roles – Descriptions and Accessible Components.

Select an option to navigate to the relevant page and close the menu. The main areas are described in the following areasof the documentation:

• Acquisitions - Purchasing physical and electronic materials, as well as managing invoices, vendors, and licenses.

• Resources - Cataloging and managing inventory, as well as importing and publishing inventory information.

• Fulfillment - Managing patron services, as well as courses and reading lists, resource sharing with other libraries, andother patron requests.

• Admin - Administration activities, including managing users and jobs. Also see the Configuration Menu in ConfiguringAlma.

• Analytics - Creating, running, and viewing reports about Alma usage. Some pre-packaged reports are available fromthis menu.

To find a specific option:

Navigation Bar

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1. Select the

on the Navigation Menu or type Alt-Ctrl-F. Alternately, at the bottom of any menu area, select the search link.

2. Enter your search term. Matching options in the Navigation Bar, as well as in the Configuration Menu, appear. Selectthe relevant option.

To create Quick Links:

There are two methods to create Quick Links that you can use, depending on where in the Alma menu you are:

Search panel

Matching search options

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From the Navigation Panel From the sub-menu

1. Select

on the Navigation panel. The Quick Links panel opens.

2. In the top search bar, start typing the name of the option youwant to set as a Quick Link. All relevant options appear in thelist below.

3. Hover your mouse pointer over the desired option, then click onthe gray star to the left of the option; when the star turns blue, itis set as a Quick Link.

4. In the bottom section of the panel, select Pin Quick LinksMenu to display the menu, then select X to close the panel.

1. Select the module of Alma were the option that you want to setas a Quick Link is located.

2. Hover your mouse pointer over the desired option, then click onthe gray star to the left of the option; when the star turns blue, itis set as a Quick Link.

3. Select

on the Navigation panel. In the bottom section of the panel,select Pin Quick Links Menu to display the menu,then Select X to close the panel.

Once created, you can do the following with the Quick Links:

• To view your Quick Links, click

to open the Quick Links panel, and select your link.

• Use the hotkey automatically designated to each Link to open the tools quicker.

• Select Pin Quick Links menu to pin all the Quick Links to you page, as additional menu below the Persistent searchbox, always available on all pages. To remove this menu, click Unpin Quick Links menu.

The Persistent MenuEvery page in Alma has the same header, which is called the persistent menu.

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The persistent menu contains the following elements:

1. Logo – The logo of your consortia or institution. Select the logo on any page to return to the Alma home page.2. Persistent Search Box – For more information, see Searching in Alma.3. Main Menu Icons – Icons include (from left to right):

Icon Description

Library/desk selector – Alma presents you with the features and options that are relevant to your user role and your loggedin desk or department. You can switch locations using this menu: select the new location in the drop-down menu.

The current location does not appear in the persistent menu by default. To display the current location in the persistentmenu, select Always show current location in the library/desk selector menu.

Current Location in Persistent Menu

Enable Quick Printing – Select this option to set that all printouts that are created as part of a workflow via the userinterface and going to a specific printer should print automatically, overriding the Print dialog. When using quick printing, theprinting window immediately displays when the letter is generated.

(notshown)

Institution selector (appears only when enabled and for a user who has credentials in multiple member institutions workingwith the same Network Zone). For more information, see Switching Between Institutions.

(notshown)

RFID connection icon (appears only when an RFID integration profile is defined). For more information, see RFID Support.

User menu – Your user name and photo (when available) appears as a link. Select the link to open the user menu. Theoptions in this menu are as follows:

◦ In some institutions, the first item in the menu is a language selector that you can use to change the language used inthe UI. To change your language, select a new language from the drop-down list. The user interface changes to theselected language. Currencies and numbers in the UI and exported Excel files change to match the standard defined bythe language (with commas, periods, and spaces in the appropriate locations). See Configuring Institution Languages.

Persistent Menu

If your institution is working with a Network Zone and you are permitted to switch between member institutions (youhave a user account in multiple institutions), you can also switch between institutions. For more information, seeSwitching Between Institutions.

Note

Library/Desk Selector Menu

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Icon Description

◦ Change Password – Change your password. This option only appears for internally managed users (see AccountType). To change your password, enter your existing password and your new password twice and select Save. Yournew password is saved.

◦ Disable New Layout - Starting from September release, all users are switched to the new Alma layout. You can disableit (for yourself only) and switch back to the original layout by selecting Disable new layout option. To switch back to thenew layout, select Enable new layout in the same location.Note: This option will be removed when the new Alma layout becomes exclusive (planned for the March 2021 release).

◦ User Details – Display details about your user on the User Details page. For more information, see Editing Users.◦ Detach from social account – If your user account has been associated with a social account and you want to

disassociate the two, select this option to do so. This appears only if the user account is associated with a socialaccount.

◦ UI preferences (on all pages other than the home page) – This submenu enables you to select the font size of the UIand whether the pages are presented with gutters (default) or full width. Select the font size (Display Density) andPage Layout to suit you. Your selection is saved between sessions. Click the Shortcut Customizations link to view theglobal Alma keyboard shortcuts and disable some of them, if needed. See Global Alma Hot Keys.

◦ Sign Out – Log out. See Logging Into and Out of the User Interface.

Tasks list - A list of task types that may require your attention. Each line indicates the task type and the number of tasks ofthat type. Select a line to open the page that enables you to manage these task types. For more information see Tasks in theTask List and Assigned to Me, Unassigned, Assigned to Others Tabs.

Configuration page link. For more information, see Configuring Alma.

(notshown)

Chat with Support link. Opens the Ex Libris Support page, which allows staff users who have chat permissions to start a chatsession with our Support team regarding the following types of issues:

◦ Simple how-to questions and configurations

Change Password Dialog Box

Depending on your institution’s setup, you may be required to use passwords of a certain length, to include certaincharacters in your password, or to change your password at certain times.

Note

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Icon Description

◦ Behavior and general inquiries

◦ Known issues

For more details, see FAQ.

Help link – A menu of help options. Select one of:◦ Browse Online Help – Open the Online Help.◦ Help For This Page – Open the Online Help page that is relevant to the current UI page that you are on.◦ Alma Known Issues Fix Schedule – Open the Alma Known Issues Fix Schedule page to view issues that are

scheduled to be fixed in the upcoming months. You must have the Known Issues Operator role to use this feature. Formore information about this feature, see Alma Known Issues: Q&A.

You can filter and sort the page. Each issue includes an issue number, summary, description, SF case number(s), Almacomponent, status, and target release version. The statuses are:

▪ Fixed – Resolved in this or a previous release.▪ Pending Release – Resolved in an upcoming release.▪ Scheduled – Not yet resolved.

◦ What’s New Videos – View a page with links to the most recent video tutorials.◦ Alma Release Schedule – Display a pop-up with the last several, and next several, Alma sandbox, production release,

and release update dates.

The current release version and build number appear at the bottom of the Help menu. For premium sandbox customers,when working in the sandbox, the build information indicates the date that this build was cloned from production. Anasterisk in the Release Update column indicates the date of the next scheduled refresh.

◦ Suggest an Idea – Suggest an idea to Ex Libris. Select to open the Ex Libris Idea Exchange page in a new window.

Currently, this functionality is supported only for Primo VE and Rialto.

Note

Alma Known Issues Fix Schedule Page

Release Dates Pop-up

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Icon Description

◦ Generate Tracking ID – Generate a tracking ID for your Salesforce case to assist Ex Libris in debugging a problem.Use this when an error occurs but the error message does not contain a tracking ID. You should generate the ID assoon as possible after the error.

Watch the Tracking ID Generator video◦ Generate Performance Tracking File – Generate a performance tracking file if Alma displays performance issues,

such as long search times. Open a support issue and attach the file to the issue. The information in the file can help thesupport team resolve the issue.Generate the tracking file immediately after experiencing the performance issue, before doing any other action.

◦ Instance Name - Displays the name of the environment currently in use.◦ Instance Location - Displays the location of the data center for this instance.◦ Premium Sandbox – Connect to your Alma premium sandbox, if you have one. For detailed information on sandbox

environments, see Alma Sandbox Environments. If the Institution has at least one SAML\CAS profile, hover over the linkto open a sub-menu with links to Premium Sandbox using different profiles. If the institution has no SAML\CAS profiles,then there is a single link to log in to the Premium Sandbox.

◦ Standard Sandbox – Connect to your Alma standard sandbox, if you have one. For detailed information on sandboxenvironments, see Alma Sandbox Environments.

◦ The date of the last indexing appears, which could be either the status of the last semi-annual indexing or the status ofany indexing process initiated by the system or by customer support. The semi-annual reindexing is full reindexing of theAlma repository, done twice a year (generally in July and December; for a more detailed explanation see here). Whilesemi-annual indexing runs, it appears under Running Jobs tab (Admin > Monitor Jobs) with the following details: Job

Ex Libris Idea Exchange

Your administrator may have removed this link. See Configuring Other Settings.

Note

Generate Tracking ID

The tracking ID is not enough to resolve your issue. You must still provide as many details of the problem aspossible, such as the steps in the workflow that led to the error, which entities were involved (user identifier, itembarcode, and so forth.), and any other information that might be relevant.

Note

The Performance Tracking File is not enough to resolve your issue. You must still provide as many details of theproblem as possible, such as the steps in the workflow that led to the error, which entities were involved (useridentifier, item barcode, and so forth), and any other information that might be relevant, such as a screencastrecording and more.

Note

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Icon Description

category ''SP', Creator 'System'. If you want to run a full reindexing at other points in time, contact Ex Libris Support. Ifyou are a Depositing Administrator, General System Administrator, or Repository Administrator, the date that appearshere is a link. Select the link to view the indexing job report.

◦ A link to the most recent Alma release notes.◦ In your sandbox environment, the date of the last clone from production.◦ The date of the last CZ update that was implemented in your system. For details, see Synchronize Changes from CZ.

DARA (Data Analysis Recommendation Assistant) link – Displays the number of DARA recommendations that are available,and provides a shortcut to the Manage Recommendations page (Admin > Recommendations > ManageRecommendations). This link display only when there are available recommendations.

For more details, see DARA – Data Analysis Recommendation Assistant.

My Activity Center pane - allows you to view and access your recent activity, including the Recent Entities list that lists allthe entities you have added, updated, and deleted within the last 7 days. You can scroll through the list and select an entityto resume your work, or you can view the entity in view-only mode. The Recent Entities list is a helpful way to find therecords you have recently accessed, even if you do not remember their names. It also allows you to easily view your recentchanges to your records. At any moment you can open and close the Recent Entities list, and then resume your ongoingwork without interrupting its context.

For more details, see Recent Entities List.

Page Header and Summary PanelA page header appears below the persistent search box.

The page header contains:

• A back icon

, if this page was opened from a list or as part of a larger procedure.

• The page title.

• Any relevant actions (as buttons) to perform page-level actions on the page.

◦ The default action (typically Save) is highlighted in blue.

◦ If there are too many actions to display, additional actions are available in the or ... menu to the right of thedisplayed actions.

Purchase Order Line Details Page

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On many pages, a summary panel appears to the right of the page (if the screen size is small, it might appear below thepage header). The summary panel provides information about the page's contents (for example, information about aninventory item, PO line, or user). The summary header typically includes the entity's identifying number, status, and an infoicon. Click the Info icon at the bottom of the panel to see who create the entity, when, and when it was last updated.

Tasks in the Task ListSeveral pages in Alma contain tasks that may be assigned to you or others. These tasks may also appear in the tasks listthat is accessed from the persistent menu. The following tasks can appear in the task list. Note that the task list is alsoavailable as a home page widget (see Managing Widgets). For more information, see Assigned to Me, Unassigned,Assigned to Others Tabs.

• Approve Deposits - Assigned to Me

• Approve Deposits - Unassigned

• Approve Deposits - Assigned to OthersFor information about approving deposits, see Approving Deposits.

• Borrowing requests - New - with no partner - assigned to you

• Borrowing requests - New - with no partner - unassigned

• Overdue borrowing requests - assigned to you

• Overdue borrowing requests - unassigned

• Borrowing requests cancelled by partner - assigned to you

• Borrowing requests cancelled by partner - unassigned

• Borrowing requests recalled - assigned to you

• Borrowing requests recalled - unassigned

• Borrowing requests conditional - assigned to you

• Borrowing requests conditional - unassigned

• Borrowing requests returned by patron - assigned to you

• Borrowing requests returned by patron - unassigned

• Borrowing requests with active general messages - assigned to you

• Borrowing requests with active general messages - unassigned

• Borrowing requests completed with active general message - assigned to you

• Borrowing requests completed with active general message - unassigned

• Borrowing requests with active notes - assigned to you

• Borrowing requests with active notes - unassignedFor information about managing borrowing requests, see Managing Resource Sharing Borrowing Requests.

• Electronic resources - activation - assigned to you

• Electronic resources - activation - passed due date - assigned to you

• Electronic resources - activation - passed due date - unassigned

• Electronic resources - activation - unassignedFor information about activating electronic resources, see Managing Electronic Resource Activation.

• EOD import match issues

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• EOD import validation issues

• Import match issues

• Import validation issuesFor information about resolving import issues, see Resolving Import Issues.

• Invoices - approval - assigned to you

• Invoices - approval - without assignment

• Invoices - review - assigned to you

• Invoices - review - without assignmentFor information about reviewing and approving invoices, see Reviewing Invoices and Approving Invoices.

• Items - deposit

• Items - digitization

• Items - document delivery

• Digitization requests - approvalThese tasks appear only when you are at a digitization department. For information about managing digitizationrequests, see Digitization Processing.

• Items - in department

• Items - in department - requested by patron

• Requests - pickup from shelfFor information about managing items, see Managing Requests and Work Orders and Pickup at Shelf.

• Lending requests - New - assigned to you

• Lending requests - New - unassigned

• Lending requests - Overdue - assigned to you

• Lending requests - Overdue - unassigned

• Lending requests - Recalled - assigned to you

• Lending requests - Recalled - unassigned

• Lending requests - Conditional - assigned to you

• Lending requests - Conditional - unassigned

• Lending requests failed locate - assigned to you

• Lending requests failed locate - unassigned

• Lending requests with active general messages - assigned to you

• Lending requests with active general messages - unassigned

• Lending requests - completed with active general message - assigned to you

• Lending requests - completed with active general message - unassigned

• Lending requests with active notes - assigned to you

• Lending requests with active notes - unassignedFor information about managing lending requests, see Managing Resource Sharing Lending Requests.

• Order Lines - deferred - assigned to you

• Order Lines - packaging

• Order Lines - review - assigned to you

• Order Lines - review - unassigned

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• Order Lines - waiting for renewal

• Order Lines in evaluation - analysis

• Order Lines in evaluation - draft

• Order Lines in evaluation - requested

• Order Lines with claims

• Orders - approval

• Orders - reviewFor information about managing PO lines, POs (orders), renewals, deferrals, and evaluations, see Reviewing POLines, Reviewing POs, Processing Renewals, Reviewing Deferred PO Lines, and Managing Trials.

• Purchase requests - In Review - assigned to you

• Purchase requests - In Review - unassignedFor information about managing purchase requests, see Managing Purchase Requests.

• Reading List - Unassigned

• Reading List - Unassigned - complete

• Reading List - Unassigned - processing

• Reading List - Unassigned - reading for processing

• Reading List - Assigned to Me - reading for processing

• Reading List - Assigned to Me - List with new note

• Reading List - Unassigned - List with new noteFor information about managing reading lists, see Managing Reading Lists and Removing Alerts from Citations.

• Citations - Copyright waiting for approval

• (Leganto customers only) Citations - Marked as broken

• Citations - Ready for processing

• Citation has a New File

• (Leganto customers only) Citations - Assigned to Me - have new notes

• (Leganto customers only) Citations - Unassigned - have new notesFor information about managing citations, see Managing Citations.

• (Esploro customers only) Research Deposits - Assigned to Me - Draft

• (Esploro customers only) Research Deposits - Assigned to Me - Resubmitted

• (Esploro customers only) Research Deposits - Assigned to Me - Submitted

• (Esploro customers only) Research Deposits - Assigned to Me - Under Review

• (Esploro customers only) Research Deposits - Assigned to Me - Returned

• (Esploro customers only) Research Deposits - Assigned to Me - All

• (Esploro customers only) Research Deposits - Unassigned - Draft

• (Esploro customers only) Research Deposits - Unassigned - Resubmitted

• (Esploro customers only) Research Deposits - Unassigned - Submitted

• (Esploro customers only) Research Deposits - Unassigned - Returned

• (Esploro customers only) Research Deposits - Unassigned - AllFor information about managing research deposits, see Managing Research Deposits.

• DARA Recommendations - Recommendations - Active

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For more information, see DARA – Data Analysis Recommendation Assistant.

Configuring AlmaSome configuration options are available to non-administrators, and these options are described in the documentation,where applicable. The majority of Alma's configuration options are available on dedicated configuration pages, and arerelevant only for administrators. These pages located in the Alma Configuration menu, which you access by selecting theConfiguration page link at the bottom of the Navigation bar.

To open Alma Configuration:

1. Select the

icon. The following changes take place:

◦ The Alma Main Menu changes to the Alma Configuration Menu. To distinguish it from the Alma menu, the barcolor changes to the default primary color in the user interface, and its icons feature a cog wheel to distinguishthem from the regular Alma icons.

◦ The persistent search bar disappears, and the dropdown of units to configure appears instead.

◦ Instead of the main Alma window, a dedicated screen opens.

2. In the top dropdown, select the unit to configure.

3. Select the functional area to configure, such as Acquisitions, and find the specific configuration tool you need.

4. To close Alma Configuration and to return to the task you left in Alma, select the

icon.

Throughout this document, any reference to the configuration menu uses a path of menu and sub-menu elements asfollows: Configuration Menu > main section > sub-section > specific option, for example Configuration Menu >Fulfillment > Location > Remote Storage. If the resulting page is also a menu of options, these options may appear in thedocumentation as additional elements to the path.

Select Back to Alma to return to Alma. For information about configuration, see the following sections.

• Configuring Acquisitions

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• Configuring Fulfillment

• Configuring Resource Management

• Configuring User Management

• Configuring General Alma Functions

• If you are managing multiple institutions working with a Network Zone, see Administering a Network Zone

The Alma Configuration page includes a Configuring drop-down box to select the location to configure: the institution or aspecific library. When you enter text in the search box, the list of configuration options is filtered to include only the optionsthat match your entered text, with the text highlighted in the matching options. The number of matching options in eachAlma area appears next to the area tab on the left.

Global Alma Hot KeysA long list of global keyboard shortcuts (shortcut keys) is available in Alma. You can view the full list on the ShortcutCustomization page (User menu > Shortcut Customization).

For any action that begins with pressing the Alt key, the action letter or number appears on the page when you press theAlt key. On a page that has tabs, enter the tab number (even if it contains multiple digits) while pressing the Alt key to openthat tab. When you release the Alt key, Alma opens the tab corresponding to the number you entered.

You can disable global some Alma keyboard shortcuts. You may want to do that in cases when your language requiresusage of the same keyboard keys for typing accents or diacritics. To do that, disable the slider by that shortcut. Note thatyou can only disable an Alma shortcut, but cannot define a different Alma shortcut for the same action.

Additional shortcuts are available on the Patron Services (see Managing Patron Services) and Manage Item Returns (seeReturning Items) pages.

For information on the keyboard shortcuts available in the MD Editor, see MD Editor Menu and Toolbar Options.

Copy Option When Selecting TextWhen selecting text in Alma, a small pop-up menu with the option to copy the text appears. Select the option to copy thetext; a confirmation check mark briefly appears.

User Details with Hot Keys Highlighted

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IconsThis section presents icons that appear in various places in Alma. Also see Search Result Icons.

Info IconYou can see additional information about certain items by selecting the Info

icon on some pages in Alma, for example the Purchase Order Lines Details page. When you select the Info icon, a pop-upappears with information about the item on the page: created by, last updated by user/job, and (where applicable) modifiedby information.

Copy Option

Copied Confirmation

Info Icon Pop-up

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User Information IconYou can display user information by selecting the User Information icon

beside a user name on various pages and pop-up windows, such as the User Details page.

Select the icon to display user information:

An administrator can define which user information fields are displayed in this pop-up box. See Configuring UserInformation for Pop-ups.

Translate Information IconIf your institution supports multiple languages, Alma translates system-defined UI elements, such as messages and fieldnames into the language selected by the user. You may also want to enable the user to view certain entered information inthe user's selected language. See Configuring Institution Languages.

A limited number of fields in Alma support this ability. When multiple languages are enabled, these fields appear with aTranslate Information icon

. For example:

Creator Info Icon

User Information

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Select the icon to open a dialog box that enables you to enter the field's information in the other enabled languages.

MessagesAlma returns messages on many pages based on your actions or missing or required information. Messages appear in anotification bar on the side of the page. The notification bar displays message types of Information, Error, and Success,each with different icons and colors. In confirmation dialog boxes and other smaller panes, the messages appear on thepage (not floating). If you ignore a message but continue to work on the page, the message is minimized to its icon andremains on the page.

• Success – An action you performed succeeded. In the case of a long action that initiates a job, success only meansthat the job was submitted successfully, not that the results of the job were successful. After successfully submitting ajob, you can select the job number in the message to open the Manage Jobs page (see Viewing Running Jobs).

Select X to remove the message or > to minimize the message. When enabled by Ex Libris, you can select Collapseby default to make all success messages on this page appear initially collapsed.

Address List

Translate Dialog Box

Success Message

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• Error – Your action could not be performed, or it failed. The message indicates the reason for failure, when available(see also Generate Tracking ID in The Persistent Menu). Select > to minimize the message.

• Information – An indication of a normal event about which you should take notice. Select X to remove the message.

TabsMany pages contain too much information to fit on one page, or information that is better grouped together on subpages.These pages contain tabs at the top of the information. On some pages, the name of the page and some information at thetop of the page (above the tabs) remains as you navigate between tabs. On other pages, navigating to a new tab maychange the page name and remove or replace the top information.

In addition, many pages contains tabs with similar functionality. For more information, see Common Alma Tabs.

"Has Content" IndicationWhen a page contains multiple tabs, a blue icon

indicates that the tab has a table or list with user-configured or system-generated content.

For example:

Error Message

Information Message

Example of Has Indicator Indication

Although a tab may contain information in its form section, the “Has Content” indication appears only when a table orlist on the tab contains contents.

Note

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Common Alma TabsMany pages in Alma contain tabs with similar functionality.

Assigned to Me, Unassigned, Assigned to Others Tabs

Several pages in Alma contain tasks that may be assigned to you or others. Tasks are items or requests that are waiting forattention from an operator. Pages with tasks are divided into three tabs, as follows.

• Assigned to Me - These items are assigned to you. This tab provides the most options, typically including the option tounassign the item or assign the item to another operator.

• Unassigned - These items are not assigned to any operator. You may be able to perform most actions on this page,but not as many as you can perform on the Assigned to Me tab. If you have the relevant permissions, this tab alsoallows you to unassign the item or assign the item to yourself or to another operator.

• Assigned to Others - These items are assigned to another operator. This tab provides the fewest actions to perform.If you have the relevant permissions, this tab allows you to unassign the item or assign the item to yourself or toanother operator.

When you select to change the assignment, a dialog box appears. You can enter the target operator and an optional note,and whether to send the operator an email about the assignment.

Notes Tab

The Notes tab enables you to view, add, or remove notes that are relevant to the page. It appears on many Alma pages,such as:

• The PO Line Summary page when editing a PO line

• The Physical Item Editor page when editing item records

• The License Terms Details page when editing license details

• The Vendor Details page when editing vendor information

Add a note using by selecting Add Note. To edit a note, select Edit from the row actions menu.

Assign To Dialog Box

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To delete a note, select Delete from the actions row menu and select Confirm in the confirmation dialog box.

Attachments Tab

The Attachments tab enables you to view, attach, and remove attachments relevant to the page. It appears on many Almapages, such as:

• The Trial Details tab when editing trial information

• The Invoice Details page when editing invoices

• The Resource Sharing Borrowing request page when editing a borrowing request.

• To add an attachment, select Add Attachment. Browse for a file, add a URL and/or note, if required, and select AddAttachment.

• To edit an attachment, select Edit in the row actions menu.

• To delete an attachment, select Delete in the row actions menu and select Confirm in the confirmation dialog box.

• To download a file, select Download in the row actions menu, browse to the download folder, and select OK.

The maximum attachment size is 25 MB. Emails sent to a user or regarding a PO line page appear in this tab.

History Tab

The History tab displays the history of changes to the fields on the page.

The tab appears on many Alma pages, such as:

• The PO Line Summary page when editing a PO line

• The Physical Item Editor page when editing item records

• The License Terms Details page when editing license details

Edit Note

The "Has Content" Indication appears on this tab only after a note is added manually by a librarian.

Note

Attachments Tab

A new or removed value in a field is considered a change. The first value assigned to a field is not considered achange.

Note

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In some instances, the History tab contains radio buttons that allow you to change the types of changes appearing in thelist. For example:

Drop-Down and Quick Pick ListsIn the various drop-down lists, you can enter part of the field name and then select it from the list of matching terms thatappears.

History Tab

History Tab with Radio Buttons

• The History tab of the Monitoring Jobs page has a different functionality. For more information, see ViewingRunning Jobs.

• The Operator column appears only for managers and administrators. See Configuring Users' Ability to ViewOperator Details.

Note

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For some drop-down lists, terms are grouped into expandable/collapsible sub-menus.

Recent terms that you selected appear at the top of the list.

Terms Matching Entered Text

Terms in Multi-Level Drop-Down List

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Quick pick lists also allow you to select an item from a list, but provide more information and context for the selection. Aquick pick list can be identified by the icon

in the field.

When selecting an item from a quick pick list (vendors, funds, users, and so forth), the list appears in an overlay pane,rather than on a new page. Select an item by selecting the item's row. If you have previously selected items of this type,select the Recent icon

in the selection field to select any recently selected item.

Recently selected items may be disabled on certain pages due to privacy concerns.

Recently Searched Terms at Top of List

Quick Pick Field

Recent Selection in Quick Pick List

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Lists and Tables in AlmaThis section presents information to help you work with the lists and tables that appear various locations in Alma.

Common Table/List TypesThe sections below show common types of lists and tables in Alma.

Record Lists

Pages with record lists display one or more Alma records vertically down the page, such as search results (see Searchingin Alma), borrowing requests (see Managing Resource Sharing Borrowing Requests), reading list citations, vendors, and soforth.

Electronic Titles Search Results in the Community Tab (with an example showing activation/availability icons for electronic collections/portfolios)

Electronic Portfolios Search Results in the Community Tab (with examples showing activation/availability icons for electroniccollections/portfolios)

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Lists appear with:

• Where relevant, Assigned to You, Unassigned, and Assigned to Others tabs. See Assigned to Me, Unassigned,Assigned to Others Tabs.

• A table actions list, if any. See List, Table, and Row Actions.

◦ The second to last link

is an option to export the displayed elements in the table to Excel (see Export to Excel).

◦ The last link

enables you to customize how the results appear in the list; see below.

• Pagination options, when required (see Pagination)

• Facets for filtering the items on the list (see Facets, Filters, and Secondary Search)

Each item in the list appears with:

• Its number in the list

• A check box, if there is a page-level action that can be performed on multiple items in the list

• The item's name, typically linked to a page where you can view more information about the item

• Various other information fields about the item

• A row actions list that enables you to perform actions on the item. See List, Table, and Row Actions

• If you are returning to this page after having viewed or edited an item in the list, that item is highlighted (see Last ItemEdited Indicator).

• On some pages, additional information appears in tabs at the bottom of each list item. For example:

◦ Inventory in search results (see Viewing Inventory/Other Details) and citation details in reading lists (see ManagingCitations) may appear. Select one of the tabs to expand or collapse this information. If an Expand table action ispresent, you can use it to pre-select that all tabs, or all tabs of a certain type, are expanded by default.

◦ Electronic collection and portfolio details may be expanded for a particular title in the Community tab with iconsindicating activation and/or availability. See the icon tooltips for additional information.

Portfolios List (with examples showing activation/availability icons)

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Record List Fields with Multiple Values

Some fields in repository search results may have multiple values. For example, in the All titles, Physical titles,Electronic titles, and Digital titles repository search results, multiple values can appear for the Record number fieldwhen there are multiple 035 $a entries in the cataloging record. When a field has multiple values, the search results appearwith the multiple values icon (

). Select the multiple values icon to display all the values for the field. In the case of the Record number field, the multiple035 $a values appear listed in the same order as presented in the MD Editor.

The values that appear can be copied for copy/paste actions and can be exported using the Export list icon. When multiplevalues are exported to Excel, they are concatenated and delimited by a semi-colon.

Record List from Single Record Search

When viewing a record list as a result of searching for a single record to select (such as when selecting Change BibRecord for a PO line), you can select the record by selecting anywhere in the record row.

Configure Record List Appearance

You can configure the fields, columns, and actions that appear on record lists. Select the Manage Column Display icon

in the table actions list to open a configuration pane.

The pane may not appear fully expanded. Select Show all to expand the pane.

Record Number with Multiple 035 $a Entries

Record Number with Multiple 035 $a Entries Exported to Excel

Record List

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You can configure the fields that appear for each item in the record list. Select a column layout to change the number ofcolumns. Drag and drop fields between columns. Hide a field by clearing the field's check box.

You can drag and drop actions to configure which ones appear as the two action buttons. You can also clear an action sothat it does not appear when you right-click the repository item (note that the action continues to appear when you selectthe ... menu).

After you customize the columns on this page, the Manage Column Display icon displays a small green dot in the lowerright corner

. When you select the icon again, the Restore list defaults option appears. Select to restore the fields and actions to theirout-of-the-box settings.

List Tables

List tables display one or more elements vertically down the page in a table format. for example, the Reading Lists TaskList page. They are often used to present tasks to the user: the list of resources, tasks, orders, or users that requireoperator attention (see Tasks in the Task List and Assigned to Me, Unassigned, Assigned to Others Tabs).

Repository Search - Configuration Pane Expanded

• For an entry in the list, if the entry does not contain a value for a field, the field does not appear.• Currently, when configuring the available row actions on a page, the list of row actions displays all actions that can

be performed on the kinds of entries that populate the list, even if these actions do not appear on the page (this ismost noticeable on pages where the entries are PO lines). Regardless of the row actions that you select to appearwhile configuring, if the action is not relevant for the page or the entry, it does not appear in the row actions.

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List tables appear with:

• When presenting a list of tasks, the table usually contains Assigned to You, Unassigned, and Assigned to Otherstabs. See Assigned to Me, Unassigned, Assigned to Others Tabs.

• A table actions list, if any. See List, Table, and Row Actions.

◦ The second to last link

is an option to export the displayed elements in the table to Excel (see Export to Excel).

◦ The last link

enables you to customize the columns that appear. Select or unselect columns to appear in the table, and thenselect Done. For more information, see Working with Table Columns.

• In some cases, you may have options to sort the list. You may be able to move an item down or up the list by selectingthe up or down arrows in the Move Up and Move Down columns. Or you may be able to drag and drop items byselecting and dragging the drag and drop icon

. The selected row is highlighted, and, as you drag the row up and down the table, a blank bar appears below or aboveother rows, indicating to where the selected item will be dropped.

• Pagination options, when required (see Pagination)

• Facets for filtering the items on the list (see Facets, Filters, and Secondary Search)

Each item in the list table appears with:

• Its number in the list

• Various information fields about the item

• A row actions list that enables you to perform actions on the item. See List, Table, and Row Actions.

• If you are returning to this page after having viewed or edited an item in the list, that item is highlighted (see Last ItemEdited Indicator).

Code Tables

Code tables are typically available only to administrators. They display a list of options that may be available as a drop-down list in some other area of Alma.

Reading Lists Task List Page

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Code tables appear with:

• The page title Code Table

• A summary header with basic information about the table

• A table actions list, if any. See List, Table, and Row Actions.

◦ The first option enables you to import information to the table (see Importing Code Table Information).

◦ Another option enables translation for multi-language institutions (see Code Table Label Translation).

◦ Add Row enables you to add a new row, when available (see Adding Lines to Tables).

◦ The last link

is an option to export the displayed elements in the table to Excel (see Export to Excel).

• The option to Cancel your changes or Save / Customize to save your changes

Each item in the list appears with:

• Its number in the list

• The option to enable/disable the element by toggling a slider; a blue slider

indicates that the element is enabled; a gray slider

indicates that the element is disabled. These sliders are not functional on all code tables. If the slider colors are muted(

/

), you must first enable the line using the Customize row action before you can change their values.

• The options to move an item down or up the list by selecting the up or down arrows in the Move Up and Move Downcolumns

• The code and description of the item. These can often be changed, either directly or after selecting Customize in theitem's row actions list. Select Save after making any changes to the table.

• The option to select one of the items as the default value. Only one value can be selected. For some tables, this valuemay be disabled or may have no relevance.

• The user who last changed the element and the date of the last change

• A row actions list, typically containing at least the option Customize if you have not yet customized the list, or Restoreif you have. Select Restore resets the row to its original value. After selecting a row action, select Save at the top ofthe page to save your changes. When available, select Delete to remove the row.

Shipping Method Code Table

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Mapping Tables

Mapping tables are typically available only to administrators. They display configurable elements that control other areas ofAlma.

Mapping tables appear with:

• The page title Mapping Table

• A summary header with basic information about the table

• A table actions list, if any. See List, Table, and Row Actions.

◦ Add Row enables you to add a new row, when available (see Adding Lines to Tables).

◦ The last link

is an option to export the displayed elements in the table to Excel (see Export to Excel).

• The option to Cancel your changes or Save to save your changes

Each item in the list appears with:

• Its number in the list

• The option to enable/disable the element by toggling a slider; a blue slider

indicates that the element is enabled; a gray slider

indicates that the element is disabled. These sliders are not functional on all mapping tables. If the slider colors aremuted (

/

), you must first enable the line using the Customize row action before you can change their values.

• The key (code) and other information for the item. These values, other than the key, can often be changed, eitherdirectly or after selecting Customize in the item's row actions list. Select Save after making any changes to the table.

• The user who last changed the element and the date of the last change

• A row actions list, typically containing at least the option Customize if you have not yet customized the list, or Restoreif you have. Select Restore resets the row to its original value. After selecting a row action, select Save at the top ofthe page to save your changes. When available, select Delete to remove the row.

VAT Codes Mapping Table

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Rules Tables

Rules tables are typically available only to administrators. They contain a series of checks that Alma performs automaticallyduring the course of some process. For example, there are rules to determine if an invoice is sent for review orautomatically approved, and rules to determine if a purchase request is automatically generated for a citation added to areading list.

• Each rule has one or more criteria for Alma to check to see if the rule applies to the current object being evaluated.

• When the relevant process occurs in Alma, for example a patron hold request, Alma checks each enabled rule in therelevant rules table, in the order in which they are listed, starting with the first rule in the list. If Alma finds a rule whosecriteria matches the object being evaluated, Alma performs the action specified by the rule. Once Alma finds a match,Alma does not check any other rule in the list.

• If none of the enabled rules match the object being evaluated, the default rule is checked, if such exist.

• If none of the enabled rules match the object being evaluated, and the default rule also does not apply (or if there is nodefault rule), Alma performs the default action. Typically this is "do nothing", but a different default action may apply fora particular process. In some cases, the default action can be specified using a customer parameter.

• See the relevant documentation pages for details or exceptions to the above.

You can perform the following actions on rules tables:

• Add a rule: Select Add Rule in the table actions list. The new rule is added to the end of the list. By default, each newrule is enabled.

• Edit a rule: Select Edit in the row actions list.

• Duplicate a rule: Select Duplicate in the row actions list. Edit the rule as required. The new rule is added to the end ofthe list. By default, each new rule is enabled.

• Delete a rule: Select Delete in the row actions list.

• Enable/disable the rule: Toggle the slider. A blue slider

indicates that the rule is enabled; a gray slider

indicates that the rule is disabled.

• Change the rule order: Select the up or down arrows in the Move Up and Move Down columns for the rule that youwant to move up or down in the list.

When you add or edit a rule, a page similar to the following one appears:

Purchasing Review Rules

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• Each rule requires a name. You can also enter an optional description.

• In the Input Parameters area, you can enter multiple criteria for the rule. On most pages, select Add Parameter toadd criteria (in Acquisitions pages, all aspects are already present on the page in their own row). You can edit or deletecriteria.

• Each criteria consists of three elements:

◦ Name - The aspect you want to evaluate (such as the user group of the user who scanned a book or the date arequest was made).

◦ Operator - An evaluation operator, such as =, <, >, Not equals, inList, NotinList, is empty, is not empty, orcontains.

◦ Value - The matching value or values (for inList and NotInList, select all that apply).

• Each input parameter (Name) can be selected only once for each rule.

• In the Output Parameters area, (on some pages this area is called Workflow Setup), enter or select the action toperform, as described on the relevant documentation page. The value may simply be True or False, indicating whetheror not Alma performs a certain process. Or there may be several values to enter or select.

• After making any changes, select Save.

In the above example, if this rule is triggered, a 10 USD fee is added to the shipping cost when lending an item to theresource sharing partner East FN. Note that if a lower numbered rule is triggered, the action specified by this rule (add 10USD to the shipping fee) is not applied, even if the criteria matches the lending request.

List, Table, and Row ActionsA page containing a table or list may present actions that apply to the entire table or list, or to all selected items in the tableor list. This list is called the table actions list and it appears at the top of the table. If there are too many actions to display,additional actions are available in the Actions menu to the right of the displayed actions. If any of the actions can apply toselected items only, or if a page-level action (such as Select) can apply to selected items only, each item in the table or listappears with a check box.

All table actions lists include the Export Menu icon

Shipping Cost - Lender Rules

Table Actions List

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, with options to export all or some of the list to a Microsoft Excel file. See Export to Excel. Another common table actionabove a table is Add Row; see Adding Lines to Table. Code tables allow you to add lines in bulk; see Importing CodeTable Information.

Rows in the table or list contain the row actions list, which are actions that apply to the specific item in the row. You canaccess the row actions list from the ... menu at the right of the list or by right-clicking the item anywhere in the row as longas you are not right-clicking directly on a link). For some lists, one or two actions may be visible directly in the row.

Adding Lines to Tables

For most tables, you can add a new item by selecting Add Row or Add <X> above the table. A pane to enter the new row'sinformation appears.

Enter any required or optional information, or select the values from the drop-down lists, and select Add or Add <X> (toadd the item without closing the pane) or Add and Close in the pane. All (non-obvious) fields are described on the relevantdocumentation page in this guide.

Areas within pages in which you can add multiple lines (such as locations for ordered items) also use Add <X> at the top ofthe area.

Row Actions List

Add Row Table Action

Add Row to Table

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Importing Code and Mapping Table Information

On many code tables and on mapping tables, you can select Import in the table actions list to import data to the table inbulk. Importing information overrides all of the existing entries in the table.

Excel files can be imported in either *.xlsx or *.xsl formats. For code tables, the Excel sheet must be named CodeTableand that the code column needs to be Code (case-sensitive). For mapping tables, the Excel sheet must be in a specificstructure. It is recommended that you export the existing table to get the existing values and the structure (if relevant),make your changes, and then import the changes back to Alma, as described below.

To import code table information:

1. Export the file using Export > Excel (see Export to Excel).

2. Open the Excel file and rename the Excel sheet CodeTable.

3. Make your changes and save the file. Note that there should be no duplicate lines in the Excel file.

4. Select Import on the relevant page. The Import Tables page appears.

5. Select Browse to locate your file.

6. Select Import to upload the file. The contents of the file appear on the page.

7. Review your changes and select Import to import the changes to Alma.

To export mapping table information:

• The process as is for code tables, but without the need to change or rename the file.

The structure of the Excel file includes the actual codes that are imported back into Alma, in addition to columns ofdescriptions that help you make sense of the data, but are not imported. The description values can be duplicated. Inaddition, the Excel file includes additional sheets, which are also not imported back into Alma, that provide you with fulllists of codes and values that can be inserted into the Alma dropdowns - you can use these sheets when adding newrows to the Excel file, instead of referring to Alma for these code/value combinations.

There cannot be duplicate lines in the codes that are imported back into Alma.

Import Button on a code table

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Export to Excel

On pages that contain lists or tables, you can export the list to Excel by selecting the Export Menu icon

and selecting Excel. When exporting a table with hidden columns, you can choose to export only the visible columns or allof the columns, including the hidden ones.

See also Importing Code Table Information.

There is a limit of 100,000 lines that can be exported at one time to Excel. If the amount of information to be exportedexceeds the limit, the limit appears in the tooltip when you hover your mouse over the Excel option. Filter the list to beunder the limit. Otherwise, note that only the first 100,000 are exported.

During the export, Alma displays a progress bar. Downloads proceed in the foreground. While the download is in progress,you can select Cancel to cancel the download in progress.

Tables that have an Enabled column are exported with the values Yes for enabled or No for disabled.

Table and Row Level Customization ModeFor some code and mapping tables, each row of the table functions as an independent unit and is customizedindependently, while other tables function as a single unit so all of the rows are customized together. The Customizationmode field indicates whether the table is configured at the table level (Entire table needs to be customized) or at the rowlevel (Specific rows can be customized). If you have customized a table whose customization mode is Entire tableneeds to be customized, new rows added by Ex Libris to this table in future releases will not be added to your table. If youhave customized a table whose customization mode is Specific rows can be customized, new rows added by Ex Libris tothis table in the future will be added to your table as well.

Export Options

If you do not want to wait for a download, you can instead create a set and run a job to export the set. For moreinformation, see Running Manual Jobs on Defined Sets.

Note

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Code Table Label TranslationMulti-language institutions can configure translations of some code table labels. See Configuring Institution Languages. Theworkflow is different depending on whether the table is one that is configured at the table level or the row level (see Tableand Row Level Customization Mode).

To customize translations of tables customized at the table level:

1. Change the language filter to a language other than English.

2. Edit the text in the Translation column.

3. Select Save.

To restore the translation changes in the table, select Restore Default Translations in the table actions list.

To customize translations of tables customized at the row level:

1. Change the language filter to a language other than English.

2. Select Customize in the row actions list to customize a row, or select Customize All in the table actions list to makeall of the rows of the table available for customizing.

3. Edit the text in the Translation column.

4. Select Save.

To restore the translation changes in the table, select Restore Translations in the row actions list of the row that you wantto restore or select Restore Default Translations in the table actions list to restore the translations for all of the rows of thetable.

Row Level Customization

Table Level Customization

Row Level Customization

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Facets, Filters, and Secondary SearchYou can filter the items in a list or list table using facets, filters, and the secondary search. Some or all of these appear on apage containing a list.

Facets and Filters

Facets on the left of a list match one or more of the fields or columns on the page. Beneath each of these facets is one ofthe available values for that field, followed by (in parentheses) the number of currently unfiltered items that match thatvalue. Select one of the values to filter the items in the list to only those that match the selected value. The selected valueappears above the list with an X. Select the X to remove that value from the filter.

Some filters are permanent and appear over the list when the page first loads. The initial value of the filter may be pre-selected to the most common value, such as (in the above figure for borrowing requests) Active requests only.

Facets and filters are all single-select: you cannot select multiple values for a particular facet or filter.

The Facets panel bar can be collapsed to provide more room on the page while still remaining visible. It can be expandedagain at any moment.

Collapsed State Viewing Facets in Collapsed State To Restore

Minimize the Facets pane by selecting << beside the word Facets. Thepanel collapses into a small stripe on the left of the screen.

You can view the facets by hoveringyour mouse over the Facets stripe.

Select >> to restorethe Facets pane.

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Collapsed State Viewing Facets in Collapsed State To Restore

Secondary Search

In the above figure, you can see also the secondary search box. When appearing above a table, a secondary search actsas another kind of filter for the table. Select a value from the drop-down list of fields, enter text, and select the search icon

to filter the list. Note that this search is a "contains" search (except for a code search of the resource sharing partner list,which is a "starts with" search).

You can move the keyboard focus to the secondary search box on a page by pressing the forward slash / on yourkeyboard.

On various other pages in Alma, you may use a secondary search to find or select a record, such as a user or vendor, onwhich to perform a certain action. These secondary searches are either plain text fields or quick pick lists (see Drop-Downand Quick Pick Lists).

PaginationSome lists and list tables that contain a large amount of elements are paginated. For example:

Secondary Search

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The pagination includes the current page and the total number of pages. Typically, each page displays 10 or 20 records bydefault. To navigate to other pages:

• Select one of the arrows < or > (or press Alt-, or Alt-.) to display the previous or next page.

• Select a page number to display that page.

• Enter a page number in the small text box and select Go to display that page.

• You can select the number of lines per page. On some pages, the range is between 10 and 50. On other pages it isbetween 20 and 100.

Last Item Edited IndicatorAfter editing (or viewing) an item in a list or table, and then returning to the list or table, the page automatically scrolls to theitem that you were working on and a bar appears next to the item. For example:

Pagination

Results Per Page Tool

• Alma does not preserve selections that you make as you navigate from page to page (exception: Alma remembersyour selection for results per page). All actions on the page apply only to the visible selections you make on thatpage.

• If the bottom pagination is not visible, a small floating version of the pagination element appears at the bottom ofthe page. To navigate to a specific page when the floating pagination is visible, select the page number, enter anew page number, and press Enter.

Note

Last Item Edited Indicator

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Working with Table ColumnsYou can customize columns in lists and tables throughout Alma in the following ways:

• For columns that have up/down triangles, you can sort the rows in the table by that column by selecting the columnheading. Select the column heading again to toggle between ascending and descending order.

• Select between two column headings to change the width of table columns.

• Select and drag a column heading left or right to change the order of table columns.

• Hide and display columns by selecting

in the table actions list. To configure record list columns, see Record Lists.

◦ Clear the check box of a column and select Done to hide the column.

◦ Select the check box of a hidden column and select Done to have it appear.

◦ Select Restore list defaults to restore all columns to their original settings.

If you have previously customized the columns on this page, the icon has a small green dot in the lower right corner

. When you select the icon, the option to Restore list defaults appears. Select to restore the columns to their out-of-

Sorting a table changes the order of the lines in the table, and your selected sort is retained when you leave andreturn to the page. However, the sort has no effect on how items in the table appear in other areas of Alma. Forexample, if you sort users in descending alphabetical order (Z to A) on the Find and Manage Users page, therelevant list of users still appears in ascending alphabetical order (A to Z) when selecting to assign a task to auser.

Note

Hide/Display Columns Pane

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the box settings.

• Select the row list action View Hidden to display a pop-up of any hidden fields for that row. For example:

Hidden Columns List

For a video describing this feature, see Show Hidden Columns.

Customizations are retained for each list after moving to another page, logging out, and so forth.

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Recent Entities ListAll user roles can open the Recent Entities list.

The Recent Entities, part of My Activity Center, is a system-level interface that lists all the entities you have added,updated, and deleted within the last 7 days. You can scroll through the list and select an entity to resume your work on it, oryou can view it in view-only mode. The Recent Entities list is a helpful way to find the records you have recently accessed,even if you do not remember their names. It also allows you to easily view your recent changes to your records. At anymoment you can open and close the Recent Entities list, and then resume your ongoing work without interrupting itscontext.

Recent entities that appear in the list include bibliographic records, holdings, physical items, electronic portfolios, servicesand collections, repository sets, and authorities that you worked on within the last 7 days. The order of the entities in the listis from the most recent and down, by time and date.

You can do the following on the Recent Entities list:

• Open the entity in a view-only mode. To do this, select its title in the list.

For sets, this displays the members list of the set.

• Edit the entity. To do this, hover over the entity and select the Edit icon

.

• Search for a certain entity in the list. To do this, click the Search icon

. Currently you can search by the entity title and ID.

• Narrow down the list to a specific type of repository entity, such as physical items. Do this from the All Entities filter atthe top of the list.

• Narrow down the list by date. To do this, click on the day separator ('Today', etc.) to collapse the day.

• Dismiss a specific entity from the list. To do this, hover over the entity and select the Remove icon

. To clear the entire list, select Clear All at the top.

Recent Entities List

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• To close the Recent Entities list, select the Recent Entities icon

again.

Statuses in the Recent Entities ListThe Recent Entities list displays the status of the entity based on the most recent activity you performed on the entity. Thismay not reflect the actual state of the entity, for example, if an entity added by you was later edited or deleted by anotheruser.

The following statuses exist:

• Added / Edited: your most recent activity on this entity was creating or editing.

• Entities deleted by you: You deleted this entity. The entity appears as deleted. You cannot open this entity, as therecord had been removed from Alma.

• Entities deleted by other users: No visual indication on deletion is provided. You see the Added / Editedstatus. When you click on the entity, Alma issues a notification that the entity does not exist.

When are Entities Displayed in the Recent Entities List?Recap:

• Entities are displayed when created or updated manually and then saved.

• Entities are NOT displayed when created or updated in Alma at the result of batch processes (such as jobs).

• Entities are NOT displayed when or updated by Alma by bulk operations (such as "Release All" in the MetadataEditor.)

Dismissed entities cannot be restored in the Recent Entities list.

Note

Entity with status 'Edited'

Deleted entity

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• Entities are NOT displayed when created or updated as the side effect of other actions (for example, updating holdingsrecords does not display the related items in the Recent Entities list).

Below is a detailed list of cases in which the different types of entities are displayed in the Recent Entities list, and thestatuses in each case:

Entity Type: Included in the Recent Entities List when: Not included in the Recent Entities List when:

Bibliographicrecords

Holdingsrecords

Authorityrecords

• The record was saved and released in the Metadata Editor.

• The record was manually deleted in the Metadata Editor.

• Holding records: the record was deleted in the Holdings list.

• The record was updated as part of a batchprocess.

• It was released unchanged in the MetadataEditor.

• It is still open in the Metadata Editor.

• It was released using the "Release All" option.

• It was created as a side effect of other actions(e.g., creating an order, creating a portfolio,etc.)

Physical items• The record was saved and released in the Physical Item

Editor.

• The record was manually deleted in the Physical Item Editor.

• The record was updated as part of a batchprocess.

• It was released unchanged in thePhysical Item Editor.

• It is still open in the Physical Item Editor.

• It was released using the "Release All" option.

• It was created as a side effect of other actions(e.g., creating an order, creating a portfolio,etc.)

ElectronicPortfolios

ElectronicCollections

ElectronicServices

• The entity was created or modified in the Editor and saved.

• The portfolio was manually deleted (via the repository search).

• Portfolios: The portfolio was manually deleted (via the PortfolioList).

• The entity was viewed but no changeswere saved.

DigitalCollections

DigitalRepresentations

Digital Files

Digital Deposits

• The entity was added or edited.• The entity was viewed but no changes

were saved.

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Entity Type: Included in the Recent Entities List when: Not included in the Recent Entities List when:

Repository Sets

• A set was created in the Repository Search.

• A set was created under Admin → Manage Sets → Add Set.

• A set was created by one of the following setactions: Duplicate, Itemize, Combine Sets, Filter Set.

• A set was created under the Metadata Import Report Actionsas an itemized title set (when there are actual recordsreported).

• A set was viewed in the Metadata Editor using the CatalogSet action.

• Members in an existing itemized set were updated using theAdd Members / Remove Selected functionality.

• Set's metadata was edited (set name, description, note, etc.)

• A set was deleted.

• The set was viewed but no changeswere saved.

PO Lines

• PO Line was created from the Prerequisites screen.

• PO Line was created from a Purchase Request.

• PL Line was created from the Metadata Editor.

• PO Line was edited from any of the task list screens.

• PO Line was edited from the Manage EDI tasks.

• PO Line was updated from the Receiving Workbench screen.

• PO Line was deleted from any screen.

• PO Line was created by the EOD job.

• PO Line was created by API.

• PO Line was deleted as the result of POdeletion.

• PO Line was update by any Alma job orProcess Automation.

• PO Line was updated via invoice.

• PO Line was updated via Activation task list.

What Information Appears in the Recent Entities List for Each Entity?The following information is provided for each of the entity types:

Entity Type: Information Displayed Example

Bibliographic records• Title of the record.

• Resource type: Book-Physical, Book-Electronic, etc.

• BIB MMS ID

Physical items • Title of the bibliographic record related to the item

• Item barcode. If there is no barcode, a hyphen "-"appears.

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Entity Type: Information Displayed Example

Holdings records

• Title of the bibliographic record related to the holdings

• Local location + permanent call number

• Holdings MMS ID

Electronic Portfolios

• Title of the bibliographic record linked to the portfolio

• Service type

• Portfolio ID

Electronic Collections• Collection name

• Interface

• Collection ID

Electronic Services

• Collection name

• Service type

• Service ID

Digital Collections Collection name

DigitalRepresentations

Title of the bibliographic record

Repository Sets

• Set name

• Set type

• Set kind: Itemized or Logical

Authority records

• The preferred term of the authority record

• Vocabulary

• Authority MMS ID

PO Lines

• PO Line description

• PO Type

• PO Line number

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GuideMe Frequently Asked Questions (FAQ)GuideMe is a help tool layered over Alma, providing step-by-step guidance enabling you to get just-in-time help on selectedworkflows. The flows are segmented by role displaying flows relevant to your role in your institution. Additional GuideMeflows will be added on an ongoing basis. Listed below are some Frequently Asked Questions about GuideMe:

Why can't I see the GuideMe widget?• The GuideMe widget

is only available on the Alma home page. However, you can still access GuideMe from the Alma help menu.• It is possible that the GuideMe feature has been disabled for your institution.

Why can't I see a specific GuideMe that I know exists?• The walkthroughs are segmented according to user role. If you do not have the correct user roles, you will not be able

to access walkthroughs that require those permissions.• A walkthrough will not appear if your user interface is configured for a right-to-left language.

Can I suggest an idea for a GuideMe that I would like to see?We would be happy to hear your ideas. Submit your suggestions at the Ex Libris Idea Exchange. Select the GuideMecategory under the Alma heading.

How can I report an issue with a GuideMe?Click on the Email us your feedback link in the GuideMe main menu.

Is GuideMe compliant with privacy standards?GuideMe captures user clicks on Alma pages to track how the pages are being used. GuideMe never stores any personalinformation regarding the user. Any data that is stored is anonymized for analytic information only. No IP addresses arecollected.

What languages does GuideMe support?GuideMe walkthroughs are in English but are available on most localized UIs, with the exception of right-to-left languages.

How do I know what the prerequisites are for a GuideMe?If there are special prerequisites for a GuideMe, the first step of the GuideMe will outline them.

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What GuideMe walkthroughs are available?

GuideMe Walkthrough Roles

Extend Fiscal Period for a Ledger Fund Manager or Ledger Manager

Configure Pickup at Item's Library or Campus General Systems Administrator or Fulfillment Administrator

Change Libraries that are Possible Pickup Location General Systems Administrator or Fulfillment Administrator

Change On-Shelf Request Policy General Systems Administrator or Fulfillment Administrator

Create an Ebook Central Integration Profile General System Administrator

Preserve Past Ebook Central Acquisition Details General System Administrator

Monitoring the Ebook Central Upload Job General System Administrator

Contribute Records to the Community Zone Electronic Inventory Operator or Repository Manager

Disencumber Funds of Continuous, Standing Orders Purchasing Operator or Purchasing Manager or Acquisitions Administrator

Output Portfolio URLs to a Spreadsheet Electronic Inventory Operator or Repository Manager

Restore Deleted Bibliographic Record Repository Manager

Rollover Ledgers Fiscal Period Manager

Rollover PO Lines Fiscal Period Manager

Rollover Resource Sharing Requests Fiscal Period Manager

Export Catalog for Cleanup Cataloger, Catalog Manager, Catalog Administrator

Import Catalog After Cleanup Acquisitions Administrator, Catalog Administrator

Create a Set for a Manual Job Widely available

Save a Query for a Manual Job Widely available

Add Local Extensions to Linked Records Cataloger, Catalog Manager, Catalog Administrator

Create a Normalization Rule for Bib Records Cataloger, Catalog Manager, Catalog Administrator

Create a Normalization Process General Systems Administrator, Catalog Administrator

Run a Normalization Process on a Set of Records Catalog Manager, Catalog Administrator

How do I turn GuideMe on or off?GuideMe is enabled at the institution-level by default.

Toggling GuideMe on/off is possible in two ways:

• Institution-level - Your System Administrator can enable or disable GuideMe for your institutions as a whole. Whenturned off, GuideMe will not be available to any users. In the Configuration menu > General > Other Settings, setthe enable_new_walk_me parameter to true to enable GuideMe, or set the enable_new_walk_me parameter to

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false to disable it.

• Individual user - Users can show/hide their GuideMe on screen elements from the Alma Help menu. When theGuideMe toggle is set to hide, no GuideMe elements are visible on screen; however, you can still trigger walkthroughsfrom the Alma help menu by selecting GuideMe.

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Using the Central Discovery Index (CDI) in AlmaThe Central Discovery Index (CDI) enables you to manage your electronic collections for discovery in Alma. For a morecomplete discussion of CDI and its benefits, see The Ex Libris Central Discovery Index (CDI) - An Overview.

CDI references in Alma documentation include:

• CDI Searchable Fields• Electronic Collection Editor - CDI Tab• CDI Activation Information• CDI Inventory Operator role• Filtering CDI search results - for the Fully Flexible model only• Activate/Deactivate CDI Search - For the Institution Zone• Activate/Deactivate CDI Search - For the Community Zone• Publishing to Central Discovery Index

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Performance

Performance Tracking File

In cases where Alma is subject to performance issues (e.g. long search times), Ex Libris asks that you open a supportissue and attach the Performance Tracking file to the issue. The information in the file can help the Ex Libris support teamand engineers resolve the issue. A video explaining how to generate this file and submit it as part of a support case can befound here

FAQ

Q: What is the Performance Tracking file used for?

A: The file is used by Ex LIbris support and development to identify pages and/or actions that may have performanceissues, and help identify the possible sources of such system behavior.

Q: What information does the Tracking File contain?

A: The file contains technical information on the page, parameters and session details (with no identifying user details)which can provide Ex Libris engineers with information that can assist in pinpointing possible performance related issues.

Q: Why is the file encrypted?

A: Best security practices mandate that technical system information should not be presented to end users in cleartext. This type of information might help an attacker gain more information which may lead to attacks to the target system.

Q: Why does Ex Libris need me to send a file?

A: As Alma is a web based service, page rendering happens within the context of a user's browser. The informationrelating to the browser side rendering and performance can only be generated from the user's browser. This informationneeds to be saved in a file so it can then be submitted to Ex LIbris along with additional information provided in the supportcase.

Q: What kind of information should be provided in addition to the file when opening the support issue?

A: Please continue to provide a description of the problem and the browser’s version. Please also provide steps that weredone before the performance tracking file was created.

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Usability Improvements

User Interface Improvements OverviewBeginning with the May 2020 release, Ex Libris is undertaking a usability improvement initiative to facilitate an enhanceduser experience across Alma navigation and in the Metadata Editor. This initiative is a result of cooperation with Almaworking groups and response to wider community feedback.

The new features in the user interface help facilitate a smoother, user-friendly interaction with Alma while providing morecontrol over the Alma layout and navigation options. The new layout allows to easily switch between the ongoing tasks inyour main workflow and any peripheral tasks. New customization options enable the personalization of the menu andcreation of your own quick-link options.

Metadata EditorThe latest evolution of the Alma Metadata Editor brings greater efficiency to processes, making them faster and simpler.The interface can be tailored to each user, depending on the user's level and type of expertise (original catalogers, copycatalogers, and light catalogers). The new streamlined workflows save time and improve productivity, with bettermanagement and search performance across the Alma platform.

The new Metadata Editor provides a flexible working space for managing records and files in the following functional areas:

• Records - Create and edit records across different formats such as MARC21 bibliographic records, Authoritiesrecords, and holdings

• Templates - Manage templates for different formats and types of resources, enabling better cataloging

• Rules - Managing private and shared normalization, merge, indication, and brief record-level rules created by you orothers.

The new Metadata Editor includes all the functionality available in the original Metadata Editor plus new features.

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More Resources

• See New Metadata Editor Functionality availability for the detailed roll-out plan of the different Metadata Editorfunctionality.

• See Metadata Editor for more information on functionality.

• See presentations for step by step training.

• See video for a short training session

• See webinar to understand more

The following table contains the rollout plan for the Metadata Editor improvements initiative.

Rollout plan*

Release Sandboxdate

Productiondate Usability Improvement/Environment Notes

May 2020April 5,2020

N/ANew Metadata Editor/Sandbox -Records Management corefunctionality

The original Metadata editor is the default. The usercan switch to the new Metadata Editor and back.

September2020

August23, 2020

September6, 2020

New Metadata Editor/Production -Records Management full

January2021

December20, 2020

January 10,2021

New Metadata Editor/Production -Templates Management

March2021

February21, 2021

March 7,2021

New Metadata Editor/Production -Rules Management and Go Live

All original Metadata Editor functionality will besupported by the new Metadata Editor.

The New Metadata Editor is the default. The user canswitch to the original Metadata Editor and back.

June 2021May 23,2021

June 6,2021

New Metadata Editor/Production -Exclusive use

To switch to the new Metadata Editor in Alma, select

on the top-right of the top toolbar of the Editor.

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*The timeline of the rollout plan is subject to change.

New LayoutStarting from the June 2020 release, users can experience a new layout for Alma.

The new layout increases the user working area, improves navigation, provides the ability to customize the menu andfacilitates improved user dynamic workflows.

The main changes:

• The Main menu moved from the header to the left side. In addition, a new customizable Quick Links icon is available.

• The Persistent search bar moved to the header.

• The summary section on all pages moved from the top to a right-side panel.

For the detailed descriptions of all interface changes, see Layout Improvements.

More Resources

• See Layout Improvements for detailed list of layout changes.

See video for a short training session

The following table contains the rollout plan for the new layout initiative:

Rollout plan*

Release Sandboxdate

Productiondate

Usability Improvement/Environment Notes

June 2020May 24,2020

June 7,2020

New Layout/Production Early adopters only.

July 2020June 21,2020

N/A New Layout/Sandbox Administrators can turn the new functionality On for a specificuser (Opt in).

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Release Sandboxdate

Productiondate

Usability Improvement/Environment Notes

August2020

July 19,2020

August 2,2020

New Layout/Production Administrators can turn the New Layout On for a specific user(Opt in).

November2020

October 18,2020

November1, 2020

New Layout/Production -Go Live

The New Layout is the default. Users can turn it on and off (Optin and out) by themselves.

March2021

February21, 2020

March 3,2021

New Layout/Production -Exclusive use

*The timeline of the rollout plan is subject to change.

How Can You Provide Feedback?Your feedback is most welcome for these new features, especially while trying them in the Sandbox environment.

• If you encounter an issue, please Open a case via the Support Portal. Indicate in the title that the case refers to thenew feature.

For example "New Metadata Editor - when opening a record the title is cut ..."

See Support Portal User Guide and What information should be provided when opening a Case?

It is recommended to make the case public. For more information on making a case public, click here.

• For any suggestions on improvements or additional capabilities, please submit to the Idea Exchange with the relevantcategory.

See How can I request new collections to be added to our Discovery Indexes, KnowledgeBases and the Alma CommunityZone?

Known IssuesFor information about Metadata Editor known issues, click here.

Before opening a new issue, it is recommended to check for it in the Known Issues list. Also, some elements might bemarked as 'Coming Soon', which means they will be added in a later release. Click here for the availability table.

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Layout ImprovementsThe new layout increases your working area, improves navigation, gives you more options to customize your menus, andfacilitates improved user workflows. For a full list of changes, see Changes to the User Interface below.

Starting from the July 2020 release, the new layout will be available for Alma users. Alma Administrators can turn the newfunctionality on for a specific user (Opt-in). Ex Libris will introduce the new layout gradually over several Alma releases(See Rollout Plan), giving users enough time to understand, experience, and get used to the changes. As part of the rolloutplan, we encourage as many users as possible to get themselves familiarized with the new layout. For instructions for theAlma Administrator, see Turning On the New Layout for Users.

Changes to the User Interface1. The Main Menu Navigation bar changed location from the header to the left side. It is now a left-side panel that can be

collapsed to provide more room on the page while still remaining visible. See Collapsing the Main Menu NavigationPanel.

2. The Persistent search box was moved to the header and combined with the Main Menu Icons bar. It is now alwaysavailable on all pages. The Advanced Search option is now designated by the

icon and is located before the Persistent search box.

3. The Alma Configurations navigation was improved by integrating it to the Main Menu. The

icon that opens the Alma Configurations page was moved from the Main Menu icons bar to the Main Menu Navigationpanel. See Alma Configurations Improvements.

4. The improved Quick Links control now enables you to customize your Quick Links and to view your Quick Linksalongside the Main Alma Menu (whereas previously, you could see either the Main menu or your customized QuickLinks at any one time). The improvements to the Quick Links include a faster way of creating Quick Links, the abilityto pin your Quick Links to the page to display like another menu, and hotkeys that enable you to open your QuickLinks by using the keyboard. For details, see Quick Links Improvements.

5. You can now determine the order in which the Main Menu links and Main Menu icons appear on your screen, and youcan hide the links and icons that you do not need, in order to reduce the amount of visual information on the screen.See Customizing Main Menu Links and Icons.

6. On all pages that have a summary section containing read-only information about the displayed entity, this sectionwas moved to the right-hand panel. Now you can see more dynamic information for the entity you are working with,along the static information for this entity.

Ex Libris recommends that all users gain experience with the new Alma layout prior to the new layout Go-Live, which isplanned to take place with the deployment of the September 2020 release.

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7. The Task list was changed to a panel that can be collapsed to provide more room on the page.

Main Menu Navigation Panel ChangesThe Main Menu Navigation bar changed location from the header to the left side. It is now a left-side panel that can becollapsed to provide more room on the page while still remaining visible. It can be expanded again at any moment.

Under certain circumstances when the window size is not large enough, the summary panel might still appear inits original position (on top) to provide more room on the page.

Note

Alma interface improvements

The Task list is now a panel that can also be collapsed to provide more room on the page:

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Expanded State Collapsed State How to

To collapse the Main Menu Navigation panel:

1. Click

on the Main Menu Navigation panel (step 4 above) to open the Quick Links panel.2. Select the Collapse left menu option.3. To return to the expanded view, select Expand left menu.

Alma Configurations ImprovementsAccess to Alma Configurations was changed significantly to allow you to switch easily and quickly between your ongoingmain-workflow tasks and any peripheral tasks that you might want to perform in Alma Configurations.

The

icon that opens the Alma Configurations was moved from the Main Menu to the bottom of the Main Menu Navigation panel(step 3 above).

To open Alma Configuration:

1. Select the

icon. The following changes take place:◦ The Alma Main Menu changes to the Alma Configuration Menu. To distinguish it from the Alma menu, the bar

color changes to the default primary color in the user interface, and its icons feature a cog wheel todistinguish them from the regular Alma icons.

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◦ The persistent search bar disappears, and the dropdown of units to configure appears instead.◦ Instead of the main Alma window, a dedicated screen opens.

2. In the top dropdown, select the unit to configure.3. Select the functional area to configure, such as Acquisitions, and find the specific configuration tool you need.4. To close Alma Configuration and to return to the task you left in Alma, select the

icon.

Quick Links ImprovementsAlma tools that you use frequently can be set as Quick Links, so that the Alma interface is personalized to your workflowand you don't have to go through the sub-menus every time.

To create Quick Links:

• In addition to the existing method of creating Quick Links (which you can still use), you now have an additional fastermethod to create them:

New Method Existing Method

1. Select

on the Main Menu Navigation panel (step 4 above). The QuickLinks panel opens.

2. In the top search bar, start typing the name of the tool you wantto set as a Quick Link. All relevant tools appear in the listbelow.

3. Hover your mouse pointer over the desired tool, then click onthe gray star to the left of the tool; when the star turns blue, it isset as a Quick Link.

4. Click X to close the panel. You changes are savedautomatically.

1. Select the module of Alma were the tool that you want to set asa Quick Link is located.

2. Hover your mouse pointer over the desired tool, then click onthe gray star to the left of the tool; when the star turns blue, it isset as a Quick Link.

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New Method Existing Method

Once created, you can do the following with the Quick Links:

• To view your Quick Links, click

to open the Quick Links panel, and select your link.

• Use the hotkey automatically designated to each Link to open the tools quicker.

• Select Pin Quick Links menu to pin all the Quick Links to you page, as additional menu below the Persistent searchbox, always available on all pages. To remove this menu, click Unpin Quick Links menu.

Customizing Main Menu Links and IconsYou can now determine the order in which the Main Menu links and Main Menu icons appear on your screen, and you canhide the links and icons that you do not need, to reduce the amount of visual information on the screen and clear the roomfor more important information.

Main Menu Links Main Menu Icons

1. Select

on the Main Menu Navigation panel (step 4 above). TheQuick Links panel opens.

2. Select the Customize Main Menu Links option. Thecurrent configuration of the Main Menu appears below.

3. Drag-and-drop the links to change the order in which theyare displayed, or drag and drop to the Hide menu option tohide them.

1. In the Main Menu Icons bar, select the ellipsis button and selectCustomize. A panel with the icons opens.

2. Drag-and-drop the icons to change the order in which they aredisplayed, or drag and drop to the Additional menu Icons optionto hide them.

3. Click Save to save and close the dialog box.

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Main Menu Links Main Menu Icons

4. Click X to close the panel. You changes are savedautomatically.

New for November! If the window is not wide enough to accommodateall the icons, the top-right toolbar icons move to the ellipsis menu.

Turning On the New Layout for UsersYou can select one of the below two methods to activate the new layout for your Alma users:

• Opt-in - All institutional users continue working in the old layout, and the Alma Administrator turns on the new layoutonly for specific users.

• Opt-out- All institutional users are switched to the new layout, and can switch between the original and the new layoutsas they please.In parallel, the Alma Administrator can turn the new layout off for specific users, so that they continue working in the oldlayout.

To turn on the new layout for your users:

1. Open the New Alma Layout and Menu Settings page, available at Configuration Menu > General > User InterfaceSettings > New Alma Layout and Menu Settings.The New Alma layout and menu is disabled option is enabled by default and indicates the state where only the oldlayout exists.Select one of the other options on the page:

◦ New Alma layout is enabled - this is the opt-in option.◦ New Alma layout is enabled and turned on for all users - this is the opt-out option.

Once you have selected one of these two options, you cannot go back and re-select the previous options on thispage. You can only move forward to the next option.

2. Click Confirm in the confirmation message that opens.The new layout has been activated for your institution.

3. For each user for whom you want to turn the new layout on/off, open the User Details page (Admin > UserManagement > Manage Users), and select/clear the Enable New Layout checkbox in the User Management

Opt-in option becomes the default at July 2020 Alma release.

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Information section.

The next time this user enters Alma, they will see the new layout.

To switch between original and new layouts (for users):

1. Once the new layout is enabled in the system, users can disable it for themselves and switch back to the originallayout by selecting Disable new layout in the User menu.

After selecting this option, the user needs click Confirm in the below message:

Alma opens in the new layout.2. To switch back to the new layout, the user can click Enable new layout in the same location.

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New Metadata Editor Functionality

User Interface Improvements OverviewBeginning with the May 2020 release, Ex Libris is undertaking a usability improvement initiative to facilitate an enhanceduser experience across Alma navigation and in the Metadata Editor. This initiative is a result of cooperation with Almaworking groups and a response to wider community feedback.

For more information, see Usability Improvements.

New Metadata Editor Functionality Rollout PlanThe following table details the rollout timeline for the New Metadata Editor per functionality.

New Metadata Editor Menu Option Functionality Release*

Save

Save Record (Split Icon's Upper action) May 2020

Save and Release May 2020

Save Draft May 2020

Save as Template May 2020

Options(configuration for network members only) May 2020

New

Sub-section: "Recently Used Templates" - New Feature Q1 2021

list of relevant available formats according to the configuration May 2020

Template Display Configuration - New Feature May 2020

New for November! Contribution to Community Zone November 2020

Open Record - New Menu Item

Barcode - New Feature Q1 2021

ISBN - New Feature Q1 2021

ISSN - New Feature Q1 2021

MMS ID - New Feature Q1 2021

Other System Number - New Feature Q1 2021

Record Actions

Release Record May 2020

Reload Original Record May 2020

Duplicate Record May 2020

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New Metadata Editor Menu Option Functionality Release*

Derive new record (Bib only) May 2020

Merge & Combine July 2020

Validate (Local + network - bib + Authority + Holdings) May 2020

Find Matches(Bib + Authority) May 2020

Show Linkage Information (Bib only Toggle action) August 2020

Add Note August 2020

Assign Record to Another Cataloger (Valid for bib + Authority + Holdings) August 2020

Release Assignment August 2020

Suppress from Discovery(Toggle action - for Bib and Holdings) August 2020

Sub-section: "Set Management Tags"- Export to WorldCat- Force Export to WorldCat- Export to Librairies Australia- Force Export to Libraries Australia

November 2020

Contribute Record to Central Catalog (For network members only) September 2020

Copy to Catalog (For network members - for network bib) August 2020

Share with Network (For network members only) August 2020

Validate in Network (For local + network - For LOCAL: bib + Authority + Holdings) August 2020

Update from Bibliographic (For Holdings record only) August 2020

Relink to a Different Record (For Holdings record only) August 2020

Generate Accession Number (For Holdings record only) August 2020

Next Predicted Item's Information (For Holdings record only) August 2020

Open Predicted Items(For Holdings record only) August 2020

Change Authority Placement (For Authority record only) August 2020

See Also (For Authority record only) August 2020

Delete Record August 2020

Editing Actions Add Field May 2020

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New Metadata Editor Menu Option Functionality Release*

Add Subfield May 2020

Add Local Field May 2020

Remove Field May 2020

Open Form Editor August 2020

Close Form Editor August 2020

Field Information May 2020

Cut May 2020

Copy May 2020

Paste May 2020

Enhance the Record May 2020

Expand from Template May 2020

Add Heading Section May 2020

Generate Author Number May 2020

Sub-section: Add Alternate Graphic Representation September 2020

Sub-section: Change Script September 2020

Sub-section: Link Fields September 2020

Unlink Fields May 2020

Flip Fields September 2020

Sub-section: Insert Directional Char July 2020

Show Directional Char July 2020

Add Inventory

Add Item July 2020

Add Portfolio July 2020

Add Representative July 2020

View Related Data

View Bibliographic Record September 2020

View Collections July 2020

View in Search July 2020

View Inventory May 2020

View linked Data November 2020

View Notes May 2020

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New Metadata Editor Menu Option Functionality Release*

View Orders September 2020

View Related Bibliographic Records May 2020

View Versions May 2020

Order Order September 2020

Search & Browse

Browse Shelf Listing May 2020

Browse Bib Headings May 2020

Search External Resources May 2020

Editing Pane

Field Information (action in Field level menu) - New Feature May 2020

[…] (Field level menu) - New Feature May 2020

Colored field number/indicators/sub-fields - New Feature May 2020

Record's Navigation Pane

Filter list (scope filter) - New Feature May 2020

Search in list - New Feature May 2020

Refresh list - New Feature May 2020

Release All May 2020

Editor Split Mode May 2020

Pin Record List - New Feature May 2020

Expand >> /Collapse << - New Feature May 2020

X (close pane in pane's header) - New Feature May 2020

(i) (pane's header information icon) - New Feature May 2020

(save diskette icon) (auto save information) - New Feature May 2020

Record's warning/error editing validation messages May 2020

View Record's validation messages in split mode - New Feature August 2020

Pushed (badge) - New Feature May 2020

Assigned (badge) - New Feature May 2020

View Only (badge) - New Feature December 2020

Notes (icon badge) - New Feature May 2020

Suppressed (icon badge) - New Feature May 2020

Right click menu (on a record in the records list) - New Feature Q1 2021

Informative record tooltip in records list - New Feature May 2020

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New Metadata Editor Menu Option Functionality Release*

Other Catalog Set September 2020

*The timeline of the rollout plan is subject to change.

More Resources• See Metadata Editor for more information on functionality.

• See presentations for step by step training.

• See video for a short training session

• See webinar to understand more

Known IssuesThe following table contains selected known issues.

Metadata Editor

Issue Description

Both LDR fields are focusedWhen opening a record, and then clicking Split and opening another record, the LDR fields of bothrecords are focused.

Wrong time in the tooltip of theauto-save icon

After manual save, the tooltip of the auto-save icon is not updated to the time displayed in "SuccessfullySaved" message.

Info message about linking thebib heading to authority recordsdoes not appear

When you create a bib heading where field 650 (first indicator 1 and second indicator 0) is $$a, and thenclick save, the message "Alma has attempted to link the bib headings to authority records..." does notappear, or appears wrongly.

A warning appears across bothsides of the split screen

On merge preview, a warning appears on both sides of the split screen.

When browsing bib headings, thearrow goes over the results

When you browse bib headings and select View for a result, the arrow goes over the left side of the splitscreen.

White space above the validationmessage hides part of the recordcontent

When viewing two bib records with validation messages in split mode, if pinning the validationmessages, the white space above the validation message hides part of the record content.

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Issue Description

Missing information when viewingrepresentation of inventory

When viewing representation of inventory, some information is missing and some doesn't look asexpected.

Search Resources - can't seeside-by-side with an existingrecord

The bib in the left pane is collapsed when the Search Resources result record is clicked, instead of theSearch Resources form. There is no way to observe both the existing record and a Search Resourcesresult.

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Electronic Resources – Scenarios and WorkflowsThe following diagram presents questions that help you determine which workflow to follow when creating or acquiringelectronic resources. When you stop on one of the paneled rectangles, select to see more details about how to proceed.

In the diagram, CZ refers to the Community Zone.

For more information about the Community Zone, see the Alma Community Zone Intro and Task List video (14:10 mins).

Patron-Driven AcquisitionsRecap: Your purchasing model is patron-driven acquisition so you will follow the Alma workflow for patron-drivenacquisitions.

What now: Follow the workflow as described in Patron Driven Acquisitions. Instructions and references are available there.

Local Electronic CollectionRecap: You have not found your resources in the Community Zone (or have found the resources lacking), and instead willcreate a local collection and portfolios. Because the vendor does not provide adequate metadata for each title, you willeither create each title manually or import it from another source.

Electronic Resource Flowchart

For information on handling a combination of print and electronic subscriptions, see Managing Combined Print andElectronic Journal Subscriptions.

Note

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What now: Create your electronic collection and portfolios either manually or by bulk importing records from a non-vendorsource, then order either the collection or portfolios.

Steps:

1. Create a local electronic collection; see Adding a Local Electronic Collection.

2. Add titles (portfolios) to the electronic collection. Use one of the following methods:

◦ Bulk import titles into the collection. (See The Bulk Portfolio Information File.)

◦ Add local portfolios one by one. (See Adding a Standalone Portfolio and Adding Portfolios Individually to anElectronic Collection.)

3. Search for the electronic collection and select Order from the results entry if you will be billed on one line-item for thewhole collection. Search for each portfolio and create multiple orders (from an electronic portfolio search result andnot from a title search result) if you will be billed for each title in the collection. For an explanation of PO line types,see Explanation of Purchase Types Workflow and Inventory. For information on creating a PO line, see ManuallyCreating a PO Line.

4. Activate the purchased electronic resource. For information on activating a portfolio and electronic collection, seeActivating Electronic Resources.

Bulk Imported PortfoliosRecap: You are creating a local electronic collection for which the vendor has adequate bibliographic metadata. (Theresource does not exist in the Community Zone or does not contain adequate bibliographic metadata in the CommunityZone.) The vendor does not support EOD.

What now: Create your electronic collection by bulk importing records from the vendor, then ordering them.

Steps:

1. Create a local electronic collection by selecting Resource Management > Create Inventory > Add a LocalElectronic Collection. For more information, see Adding a Local Electronic Collection.

2. Import the records using the Repository import profile. (See Creating an Import Profile: Profile Type). On the InventoryInformation tab for Electronic inventory, select Part of an electronic collection to group incoming portfolios as acollection. See Creating/Editing an Import Profile: Inventory Information.

3. Search for the electronic collection and select Order from the results entry if you will be billed on one line-item for thewhole collection. Search for each portfolio and create multiple orders (from an electronic portfolio search result andnot from a title search result) if you will be billed for each title in the collection. For an explanation of PO line types,see Explanation of Purchase Types Workflow and Inventory. For information on creating a PO line, see ManuallyCreating a PO Line.

4. Activate the purchased electronic resource. For information on activating a portfolio or an electronic collection, seeActivating Electronic Resources.

Bulk Imported Portfolios and OrdersRecap: You are creating a local electronic collection for which the vendor has adequate bibliographic metadata. The vendor

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supports Embedded Order Data.

What now: Import portfolios using New Order Import EOD profile

Steps:

1. Create a local electronic collection by selecting Resource Management > Create Inventory > Add a LocalElectronic Collection. For more information, see Adding a Local Electronic Collection.

2. Use the New Order type of import profile to import bibliographic records from the vendor, creating a standaloneportfolio for each title with its own PO line and access details. (See Creating/Editing an Import Profile: PO LineInformation.)

3. On the Import Profile Details page:

1. In the PO Line Information tab, EOD Mapping section, map vendor fields and Alma attributes. (See EmbeddedOrder Data (EOD) Field Mapping)

2. In the Inventory Information tab, select the option to create standalone portfolios or portfolios as part of acollection. (A PO line is created for each portfolio, regardless of the option you select).

3. In the Inventory Information tab, select Activate to make these portfolios available to users on import.

4. If the vendor later sends a second load of records that includes URLs linking to each title, use the Update Inventorytype of import profile to update each portfolio. (See Configuring the Update Inventory Import Profile)

1. In the PO Line Information tab, EOD Mapping section, enter the Vendor reference number field so that it willcontain the same identifier as that of the first load. This will enable matching by PO line identifier. (SeeEmbedded Order Data (EOD) Field Mapping.)

2. In the Inventory Information tab, select Activate to make these portfolios available to users on import.

Purchase from Community ZoneRecap: You have found the electronic collection and titles in the Community Zone and have verified that the titles you areordering have adequate bibliographic metadata.

What now: Attach a PO line to the Community Zone collection or title and follow the Acquisitions purchasing workflow.

Steps:

1. Locate the collection or portfolio you want to order in the Community Zone. Use an electronic collection if you will bebilled on one line-item for the whole collection. Use individual portfolios and create multiple orders (from an electronicportfolio search result and not from a title search result) if you will be billed for each title in the collection. Once youhave found your item in the Community Zone, select Order in the results entry.

2. Follow the standard ordering workflow. See additional information on purchasing (Explanation of Purchase TypesWorkflow and Inventory and Manually Creating a PO Line).

3. Activate the purchased electronic resource. For information on activating a portfolio or an electronic collection, seeActivating Electronic Resources.

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Security and Data Privacy

Ex Libris SecurityEx Libris is committed to providing its customers with a highly secure and reliable environment for its hosting and cloud-based applications. It has therefore developed a multi-tiered security model that covers all aspects of hosting and cloud-based Ex Libris systems. The security model and controls are based on international protocols and standards and industrybest practices, such as ISO/IEC 27001, the standard for information security management systems (ISMS).

To learn more about our security policy and the additional processes and policies related to it, read our security policy.

Ex Libris Data Privacy PolicyThis privacy policy governs how we use personally identifiable information that we receive and store about individuals, suchas visitors to the Ex Libris website, library staff, students, patrons, and other library users (referred to individually as a"User" and collectively as "Users") who use (i) the Website www.exlibrisgroup.com, and other Websites operated by ExLibris (referred to collectively as the "Website") and/or (ii) Ex Libris products and services that Ex Libris offers ("Productsand Services"). We have implemented this privacy policy because user privacy is important to us. We are committed torespecting the Users' privacy and we recognize users' need for appropriate protection and management of any personalinformation that we receive and store.

To learn more, see privacy policy.

Data Privacy FAQs

Are there specific anonymization jobs in Alma Analytics?The Alma Analytics database is populated with ongoing feeds from Alma’s operational database. This process is referred toas ETL: Extract, Transfer and Load. The data in Analytics is an exact reflection of the operational data that is used in Alma.Therefore, data that is anonymized in Alma is reportable in Analytics only in an anonymized format. Alma runsanonymization jobs on the following data elements:

• Loans

• Fines & Fees

• Requests

• Resource Sharing Requests

When any of these records is anonymized, the link between the relevant record and the borrowing patron is permanentlyremoved from the system—that is, it is not restorable in any way. Consequently, any interface that shows information aboutthe borrower of a loan will have no history information to display.

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Does Alma support retention periods for anonymized loan records?Retaining history information in the system is very useful for auditing purposes. At time, libraries need refer to historicalactions, such as loans, requests or fees, in order to be able to analyze issues of interest, such as what happened to a lostitem or how a fee has been handled. An additional need for retaining historical information may be related to being able toextract statistical information, such as how many loans of a given type have been processed in a given period of time, orhow many requests have been canceled.

In order to fulfill these requirements, Alma retains history records for fulfillment actions indefinitely. Having these recordsremain reportable in Analytics is essential in order to be able to meet the above listed requirements. However, the retainingof full historical information may create a privacy challenge. Many libraries have to abide to strict privacy regulations thatforbid storing patron information that is not essential for a patron service. The indefinite storing of fulfillment information is abreach of these regulations.

The Alma process of anonymization is aimed at fulfilling both of these conflicting requirements. It strips relevant fulfillmentrecords of their patron personal information where that information is not required for a current patron service, whileretaining enough information to be able to meet the auditing and reporting requirements of the libraries.

Which historical loan records are anonymized?All historical loan records that meet the following criteria are anonymized:

• The loan has been returned. Lost or claimed returned loans are considered active and are not anonymized.

• The loan has no associated active fees. If there are associated fines—such as lost loan or overdue item fines that arelinked to the loan—and the fines have not been fully paid, the loan is not anonymized.

• The loan meets any criteria defined in the Loan Anonymization Rules (see Configuring Anonymization).

When a loan record is anonymized, the link between the loan record and the borrowing patron is permanently removedfrom the system—that is, it is not restorable in any way. Consequently, any interface that shows information about theborrower of a loan has no history information to display. This includes:

• Returns list in Manage Patron Services

• Loan history in Primo My Account

• History tab in the Item Editor screen, when filtered to view fulfillment history

The loan record includes additional statistical information about the borrower, including:

• User Type

• User Group

• Job Title

• User Statistics 1

• User Statistics 2

• User Statistics 3

• User Statistics 4

• User Statistics 5

This statistical information remains on the loan record and is not lost when the anonymization process is run.

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Which historical fines and fees records are anonymized?All historical fine and fee records that meet the following criteria are anonymized:

• Fines and fees that have been fully paid.

• Fines and fees that have been fully waived.

• Fines and fees that have been closed by a bursar export.

When a fine/fee record is anonymized, the link between the loan record and the patron is permanently removed from thesystem—that is, it is not restorable in any way. Consequently, any interface that shows information about the patron owingthe fine/fee has no history information to display. This includes:

• The patron's list of fines and fees in the User Edit form

The fine/fee record includes additional statistical information about the patron, including:

• User Group

• User Statistics 1

• User Statistics 2

• User Statistics 3

• User Statistics 4

• User Statistics 5

This statistical information remains on the fine/fee record and is not lost when the anonymization process is run.

Which historical requests are anonymized?All historical requests that meet the following criteria are anonymized:

• Requests that have been fulfilled.

• Requests that have been canceled.

When a request is anonymized, the link between the record and the patron is permanently removed from the system—thatis, it is not restorable in any way. The requester ID is set to NULL therefore hiding the requester ID from the request history.This is the default behavior, as determined by the should_anonymize_requests. If existing completed requests have not yetbeen anonymized, they are also anonymized retroactively. For more information, see Configuring Other Settings.

The record includes statistical information about the patron, including:

• User Group• User Statistics 1• User Statistics 2• User Statistics 3• User Statistics 4• User Statistics 5

This statistical information remains on the request record and is not lost when the anonymization process is run.

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Which resource sharing borrowing requests are anonymized?All historical resource sharing borrowing requests that meet the following criteria are anonymized:

• Request has been canceled by a staff member.

• Request has been canceled by the patron.

• Request has been rejected by the lender.

• Request has been fulfilled and returned to the lender.

• Request has been removed.

• Removed requests are not automatically anonymized when removed. Their anonymization depends on the jobconfiguration.

Anonymizing resource sharing requests may affect:

• Borrowing Requests - removing the link between the requester and the patron record.

• Lending Requests - When ISO requests are used, patron information may be included in the request information that issent to the lender, as per the partner record configuration. The requester information is stored on the request’s note onthe lending request. This information is also anonymized by the job.

When a resource sharing request is anonymized, the link between the record and the patron is permanently removed fromthe system—that is, it is not restorable in any way. Consequently, any interface that shows information about the requestingpatron will have no history information to display. This includes:

• List of borrowing requests

• Edit form of borrowing request

• Lending request notes

The borrowing resource sharing record includes additional statistical information about the patron, including:

• User Group

• User Statistics 1

• User Statistics 2

• User Statistics 3

• User Statistics 4

• User Statistics 5

This statistical information remains on the borrowing resource sharing request record and is not lost when theanonymization process is run.

Which personal data, if any, is stored in Alma Analytics?The Alma Analytics database is populated with ongoing feeds from Alma’s operational database. Therefore, Analytics canreport on the user data that is stored in Alma. This includes:

• Addresses

• Phone Numbers

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• Emails

• Identifiers

• Blocks

• Notes

• Roles

• Campus Details

• User Statistics

When the anonymization processes are run, the data elements above are stripped from any user information. All thatremains reportable is statistical information. This includes user group information and user statistical categories.

• Alma requires one unique ID in order to enable the linkage between the Alma user record and the institutional studentinformation system. This may be any unique ID, not necessarily the patron barcode.

• Other data elements are not required, but where they are defined, they are used by the system to provide libraryservices. For example:

◦ Email address is not mandatory but is used by Alma to enable the sending of library notices, such as overdueletters and courtesy notices. If there is no email in the system, Alma will not be able to send these notices.

◦ Phone number is not mandatory, but is used by Alma to send SMS messages to the patron. If there is no phonenumber in the system, Alma will not be able to send these SMS messages.

◦ Additional identifiers are not mandatory, but may be used by Alma where they are defined to facilitate links to otherintegrated systems, such as a bursar system.

◦ User group indication is used to facilitate fulfillment rules. The fulfillment rules are based on the user group, andcan be implemented only when user group indications are assigned to the user record.

◦ Alma does not store photos. Rather, they are stored on a customer server on the library's premises. For moreinformation, see photo_server_url.

How are Alma anonymization jobs configured? What are their results?Alma automatically anonymizes all completed hold requests. Other elements’ anonymization may be activated ordeactivated. You can define this on the Fulfillment Jobs Configuration page. For more information, see ConfiguringAnonymization.

• Loans – Anonymizing loans will cause a completed loan (i.e., a loan that was returned) to have its link to the borrowerremoved from the system. This is a database removal action that is not reversible. Loans anonymization rules can befurther refined in the Loan Anonymization Rule Editor (see Loan Anonymization Rules). By default, loans arenot anonymized if items are:

◦ marked Lost but not checked in/deleted.

◦ marked Claimed Returned but not checked in/deleted.

◦ linked to fees that are still in process. The loan will be anonymized only after all attached fees are closed.

Anonymized loans are reportable by statistical dimensions such as user statistical categories and user group.

• Fines and Fees – Fines and Fees are anonymized only after fully closed—that is, fully paid, waived or extracted to thebursar. The link to the patron is removed from the Fine/Fee. This is a database removal action that is not reversible.Anonymized fines/fees are reportable by statistical dimensions such as user statistical categories and user group.

• Borrowing and Lending Resource Sharing Requests – Resource sharing requests are anonymized only after theirlifecycle is complete, for example when the item has been checked back in. The link to the patron record is removed

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from the request. This is a database removal action that is not reversible. Anonymized resource sharing requests arereportable by statistical dimensions such as user statistical categories and user group.

What is the impact of anonymization on reporting?The anonymization process strips relevant fulfillment records of their patron personal information where that information isnot required for a current patron service (that is, the record is a historical record), while retaining enough information to beable to meet the auditing and reporting requirements of the libraries. The relevant entities (loans, fees, requests andresource sharing requests) remain fully reportable, but without any information on the linked patron record other thanstatistical information based on the user’s user group and statistical categories.

Anonymized records have no link to any details of the patron, but remain reportable by statistical dimensions such as userstatistical categories and user group.

Which (closed) transactions are anonymized?• Loans

• Reservations

• Fees

• Resource sharing requests

• Logging information - Logging information as a result of batch jobs or processes that include sensitive data (forexample, login tries). Log iles with sensitive data can only be accessed by Ex Libris. Jobs information is irreversiblyremoved from the system a year after it has been created.

• E-Mails - Emails remain attached to the user record. When the user record is purged from the system, all attachedinformation is purged, including the attached emails. Purging of user data is fully controlled by the library.

Is it possible to activate the anonymization of closed resource sharing requests,loans, fees and overdue fees procedures separately?Yes. Anonymization is configured on the Fulfillment Jobs Configuration page (Configuration Menu > Fulfillment >General > Fulfillment Jobs Configuration).

Fulfillment Jobs Configuration

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As is evident from this screen, the library may decide which element to anonymize, independently of any other element thatmay be anonymized.

Is it possible to anonymize or delete sent emails? If yes, please explain.By default, letters sent by Alma are retained indefinitely and available on the Attachments tab of the User Details. Whenthe user record is purged from the system, all attached information is purged, including the attached emails. You may alsodefine a letter retention policy to delete sent letters after a certain number of days. See Setting Letter Retention Periods.

How are hold requests managed in the context of anonymization?Anonymizing of hold requests may be switched off by using the should_anonymize_requests parameter (Fulfillment >Fulfillment Configuration > Configuration Menu > General > Other Settings). If this parameter is set to true (thedefault option), when a request is added to the request history, the requester ID does not appear in the history details (it willbe null). If this parameter is set to false, the requester ID is visible.

How is the ETL process affected by anonymization?The Alma Analytics database is populated by ongoing feeds from Alma’s operational database. This process is referred toas ETL – Extract, Transfer and Load. The implication of this is that all data in Analytics is an exact reflection of theoperational data that is used in Alma. Therefore, data that is anonymized in Alma is reportable in Analytics only in itsanonymized format.

Can loans be anonymized based on rules, with sensitivity to different parameters?You can enable anonymization rules to determine which loans, requests, and fines and fees are anonymized. SeeConfiguring Anonymization.

Is it true that closed loans with unpaid fees cannot be anonymized?Yes. Loans with unpaid fees are not anonymized because they still await processing (paying the fines). Keeping themlinked to the patron is necessary for functional reasons—for example, for dispute handling. All Alma libraries are currentlyusing the loans anonymization in this manner.

If data is anonyomized, is it possible to enable the user to see historical loans inPrimo?Primo allows patrons to view their historical loans using the List of Historical Loans.

List of Historical Loans

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This option relies on Alma retaining the borrower information in the historical loan records. Obviously, this will only bepossible if anonymization is not turned on in Alma. Activating anonymization removes all links to the borrower user recordfrom the loan record and prevents the system from being able to link historical data with the patron.

Which type of user data is required in Alma?Alma requires one unique ID in order to enable the linkage between the Alma user record and the institutional studentinformation system. This may be any unique ID, not necessarily the patron barcode. Other data elements are not required,but where they are defined, they are used by the system to provide library services. For example:

• Email address is not mandatory but is used by Alma to enable the sending of library notices, such as overdue lettersand courtesy notices. If there is no email in the system, Alma will not be able to send these notices.

• Phone number is not mandatory, but is used by Alma to send SMS messages to the patron. If there is no phonenumber in the system, Alma will not be able to send these SMS messages.

• Additional identifiers are not mandatory, but may be used by Alma where they are defined to facilitate links to otherintegrated systems, such as a bursar system.

• User group indication is used to facilitate fulfillment rules. The fulfillment rules are based on the user group, and can beimplemented only when user group indications are assigned to the user record.

What tools does Alma supply for an institution that needs to abide by duty ofdisclosure?The vast majority of user information in Alma is imported from the student information system, which serves as the mastersystem of user information in the library. All user information may therefore be retrieved from that system. That said, someusers may be created in Alma unlinked to any external student information record (for example: visiting researchers,alumni).

All user records in Alma may be exported via Analytics in bulk as per required filters, such as per given user groups.Specific records may be retrieved via APIs based on known IDs. The retrieved information may include fulfillmentinformation such as open loans, fees and requests, or even historical ones if they have not been anonymized.

In addition, Alma supports a range of RESTful APIs that may be used to retrieve that information. Please refer to the ExLibris Developer Network for full information about Alma’s user APIs.

Who can access the audit trail report in Alma Analytics?Any user with an Analytics designer role has access to all Analytics reports. Other users may be granted permission to viewspecific reports as well.

How can the library get access to logs of activities of Ex Libris employees?This is done via the login report. The login report shows the login actions of all users for the past 90 days, including those ofEx Libris staff. Users that appear with blank dates have not logged in within the last 3 months. Below is an example of thisreport:

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How does Alma monitor unauthorized access to data?Access to data is limited by Alma to users with appropriate roles only. Users with improper roles cannot use the Alma UI toview restricted data.

An Analytics report shows which user's address and phone information has been viewed and when. See the examplebelow:

Staff Login Report

Access to Data Report

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How does Alma log changes in user data?

View old UI

User data changes use a similar auditing method as in other areas of the system. The History tab records all changes in therecord in a sorted manner, detailing the type of change. Below is an example of a user's history log:

Who in Ex Libris has access to customer data?According to contracts and procedures, the customer is in full control of the data and Ex Libris is not permitted to performany transfers to third parties. Ex Libris is permitted to use its global affiliates to perform support services. This access by theEx Libris affiliates is in accordance to contracts and data protection directives.

What is the retention period of history data?History records are maintained indefinitely unless requested to be deleted/anonymized. Each institution can decide on theanonymization/retention period according to its needs.

How long are letters sent by Alma retained?See Setting Letter Retention Periods.

User Detail Audit Tab

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Alma Local Backup

Introduction

What is the Alma Local Backup service?Alma Local Backup is a new premium service that provides your institution with a copy of your core Alma production data,enabling you to load this data into one of your institution’s local, on-premises Oracle databases. The data included in theAlma Local Backup represents the key data elements managed in Alma. The local backup data is provided securely by ExLibris on a secure FTP location provided by your institution.

When a subscription for the Alma Local Backup service is purchased:• Up to once a calendar quarter following go-live with Alma, the customer may request (using the Ex Libris customer

support portal) to receive a copy of the institution's local backup data.

• Within thirty (30) days of receiving such a request, Ex Libris will create a copy of the backup data and transfer thebackup data to the customer.

• The transfer will be made by secure FTP to a storage location designated by the customer (the customer will need toprovide the secure FTP connection details). For data privacy protection, the FTP location should be located in thesame country as the customer's principal site.

• To avoid doubt, Ex Libris shall have no responsibility for any issues regarding the privacy, loss, or corruption of thecopy of the backup data (i) after it has been successfully transferred to the designated storage location or (ii) if,contrary to the stipulation above, the storage location is not in the same country as the customer's principal site.

• The customer is responsible for meeting the technical prerequisites of the Alma Local Backup service set forth in thisdocumentation.

Why is Ex Libris offering this premium service?We are offering this premium service in response to requests from customers over the past few years. While there may bea number of different reasons for this request, the main reason voiced by customers is to have an "insurance policy" asthey move to a cloud-based SaaS system.

The Alma Local Backup service is not…Customers are free to use the data from the Alma Local Backup for different purposes, but as the refresh frequency is up toonce a quarter, the Alma Local Backup service is not intended to replace any of Alma’s data export/publishing capabilities.Customers who need to export/publish data to different external systems (national catalogs, resource sharing systems,institutional data warehouses, and so forth) should continue to use the wide variety of export and publishing capabilities thatare an integral part of Alma (such as export tools in functional areas, batch publishing/export, Analytics export, and dataretrieval using APIs).

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Is this an annual subscription, or does the customer need to commit to anumber of years?Similar to the premium sandbox service, the Alma Local Backup service requires an annual subscription. Customers arenot required to commit to multiple years of subscription.

Why is this a premium service and not a standard part of each customer'ssubscription?As part of the service, our Cloud Operations group must perform an export of a "single tenant's" data from our multi-tenantenvironment (our backups are "multi-tenant" by nature). This complex process is labor-intensive and creates additionalcloud operational costs. As such, it can be provided only as a premium service.

How will customers get a copy of their data?The local backup data file will be provided securely by Ex Libris at an SFTP drop-point, using credentials provided by theinstitution.

What is required from the customer in order to use the local backup copy?The customer must have a local SFTP location (Ex Libris will upload the backup file to this location) and a local/on-premises Oracle database (release 11 or 12) so that they can locally load/restore the backup file to the local Oracledatabase.

What data is included in the Alma Local Backup, and in what format?The data included in the Alma Local Backup includes all of the institution’s core data and represents the key data elementsmanaged in Alma. Certain data related to transient events and caches, configuration, and encrypted personal dataelements are not included in the Alma Local Backup. The data is provided as an Oracle database "dump file" (.dmp file)which is commonly used for data export from Oracle databases. The table below represents a high-level list of the dataelements. More detailed information can be found below in the Alma Table/Field Definitions section below.

Area Data Elements

ResourceManagement

Bibliographic and inventory: physical, electronic and digital (holdings, items, e-collections, portfolios, digital representations,and file metadata; note that digital files are served from and backed up on, Amazon Web Services)

Acquisitionsand ERM

Funds, vendors, orders, invoices, licenses

Fulfillment Loans, requests and user fines/fees, resource sharing partners, courses and reading lists

General andUsage

Loan and request history, acquisitions history, counter e-usage data, libraries, locations

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Preparatory StepsPerform the following preparatory steps on your local on-premises Oracle database before you load the backup files ExLibris provides. After your Oracle database is ready and configured, use Oracle’s data pump import commands to load yourinstitution’s local backup data. The instructions for the setup and import of the local backup data, as well as an overview ofthe data elements included, are provided by Ex Libris.

1. If you do not already have Oracle version 11 or 12 installed, perform the following steps:

1. Download and install Oracle version 11 or 12 on an Oracle-supported operating system (for the purpose of thisguide, a Linux-based operating system is presumed) from the following Oracle site: https://updates.oracle.com/Orion/Qui...m?type=nonapps. (Note that instructions are available for the installation of Oracle 12 on thefollowing site: https://docs.oracle.com/database/121/LTDQI/toc.htm)

2. Select Oracle Database on Linux x86-64 platform and Oracle version 11 or 12.

Oracle Updates

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2. Create Oracle user EXL_ADMIN with a secure password of your choice (change <password> to your password):

CREATE USER EXL_ADMINIDENTIFIED BY <password>DEFAULT TABLESPACE USERSTEMPORARY TABLESPACE TEMPACCOUNT UNLOCK;

3. Grant roles for EXL_ADMIN:

> GRANT DATAPUMP_EXP_FULL_DATABASE TO EXL_ADMIN;> GRANT DATAPUMP_IMP_FULL_DATABASE TO EXL_ADMIN;

4. Set up Oracle import permissions from a directory named import_alma_backup to be used for importing Oraclelocal backup data:

> create directory EXP_DIR as '/import_alma_backup';> grant read,write on directory EXP_DIR to EXL_ADMIN;

Oracle Version

IF you are a consortium and have purchased Alma Local Backup for more than one Alma institution, repeat steps2-4 and change EXL_ADMIN to EXL_ADMIN_1, EXL_ADMIN_2, EXL_ADMIN_n…, for each subsequent uniqueAlma institution.

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5. Create a mount point or a directory /import_alma_backup on your file system with the same name as was set instep 4. Ensure that your Oracle user has access to this directory.

6. Ensure that you have a secure FTP location and credentials at your institution that:

◦ Is open to the Ex Libris Alma environment in your region. For details on the IPs in your region, refer to TechnicalRequirements for Alma and Discovery Implementation.

◦ Has enough space to temporarily hold the transfer of the Alma Local Backup.

7. Ensure that there is enough disk space to handle the transfer and load of your local backup. Local backup files areprovided in a 90% compressed .zip and are expected to be 7G/M bibliographic records on your institution's secureFTP location after they are downloaded to /import_alma_backup.

◦ Untar/Unzip the local backup files: ~70G/M bibliographic records on /import_alma_backup◦ Load the local backup files to your database: ~70G/M bib records

Total: ~150G disk/M bib records required for download/import process per Alma institution. Half of the needed storagecan be temporarily allocated on the secure FTP and on /import_alma_backup and removed after successfullyimporting to your local on-premises Oracle database.

As noted previously, when you are ready to request a local backup (up to once/quarter, when purchased), contact Ex Librisusing the CRM system, indicating your institution’s name, Alma domain, and your secure FTP access credentials. Allow upto 30 days for provision of local backup data.

Import Local Backup DataPerform the following steps to import local backup data:

1. After you receive the Ex Libris notification that the local backup has been completed, download your institution’s localbackup files (which contain Oracle .dmp files) from your secure FTP location that you provided to the filesystemdirectory /import_alma_backup (that you created in the previous section).

2. Unzip/Untar the files provided in the /import_alma_backup directory

>tar –zxvf local_backup_<customer_id>_<institution_id>.tar.gz

3. Import all .dmp files into your newly created database (where <customer_id> and <institution_id> are the IDs inyour institution's Ex Libris provided local backup files and ensure that all .dmp files provided (01, 02, 03, etc.) arelisted).

The <Letter for your instance> is based on the region in which your Alma resides:

◦ NA and AP: U

◦ EU: P

>impdp EXL_ADMIN/<password> directory=EXP_DIR parfile=script.par1 ; impdpEXL_ADMIN/EXL_ADMIN directory=EXP_DIR parfile=script.par2 ; impdp EXL_ADMIN/EXL_ADMIN directory=EXP_DIR parfile=script.par3 ; impdp EXL_ADMIN/EXL_ADMINdirectory=EXP_DIR parfile=script.par4 ; impdp EXL_ADMIN/EXL_ADMIN directory=EXP_DIRparfile=script.par5

$more script.par1dumpfile=local_backup_1_<customer_id>_<institution_id>_01.dmp,

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local_backup_1_<customer_id>_<institution_id>_02.dmp,<…list n local_backup files here>,logfile= local_backup_1_<customer_id>_<institution_id>_<yyyy-mm-dd>.logREMAP_SCHEMA=V2<Letter for your instance>1_URM00:EXL_ADMINPARTITION_OPTIONS= MERGETABLE_EXISTS_ACTION= REPLACEEXCLUDE=INDEX:"LIKE 'IDXD_%' "REMAP_TABLESPACE=TS_M00000_0000000011_DEF_IDX:users,TS_M00000_0000000011_DEF_LOB:users,TS_M00000_0000000011_DEF_DAT:users,TS_M00000_0000000011_DEP_DAT:users,TS_M00000_0000000011_DEP_LOB:users,TS_M00000_0000000011_EVT_DAT:users,TS_M00000_0000000011_EVT_IDX:users,TS_M00000_0000000011_INV_DAT:users,TS_M00000_0000000011_INV_IDX:users,TS_M00000_0000000011_INV_LOB:users,TS_M00000_0000000011_OBI_DAT:users,TS_M00000_0000000011_OBI_IDX:users

$more script.par2dumpfile=local_backup_ATTACHMENT_<customer_id>_<institution_id>_01.dmp,local_backup_ATTACHMENT_<customer_id>_<institution_id>_02.dmp,<…list n local_backup files here>,logfile= local_backup_ATTACHMENT_<customer_id>_<institution_id>_<yyyy-mm-dd>.logREMAP_SCHEMA=V2<Letter for your instance>1_URM00:EXL_ADMINPARTITION_OPTIONS= MERGETABLE_EXISTS_ACTION= REPLACEEXCLUDE=INDEX:"LIKE 'IDXD_%' "REMAP_TABLESPACE=TS_M00000_0000000011_DEF_IDX:users,TS_M00000_0000000011_DEF_LOB:users,TS_M00000_0000000011_DEF_DAT:users,TS_M00000_0000000011_DEP_DAT:users,TS_M00000_0000000011_DEP_LOB:users,TS_M00000_0000000011_EVT_DAT:users,TS_M00000_0000000011_EVT_IDX:users,TS_M00000_0000000011_INV_DAT:users,TS_M00000_0000000011_INV_IDX:users,TS_M00000_0000000011_INV_LOB:users,TS_M00000_0000000011_OBI_DAT:users,TS_M00000_0000000011_OBI_IDX:users

$script.par3dumpfile=local_backup_NOTE_<customer_id>_<institution_id>_01.dmp,local_backup_NOTE_<customer_id>_<institution_id>_02.dmp<…list n local_backup files here>,logfile= local_backup_NOTE_<customer_id>_<institution_id>_<yyyy-mm-dd>.logREMAP_SCHEMA=V2<Letter for your instance>1_URM00:EXL_ADMINPARTITION_OPTIONS= MERGETABLE_EXISTS_ACTION= REPLACE

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EXCLUDE=INDEX:"LIKE 'IDXD_%' "REMAP_TABLESPACE=TS_M00000_0000000011_DEF_IDX:users,TS_M00000_0000000011_DEF_LOB:users,TS_M00000_0000000011_DEF_DAT:users,TS_M00000_0000000011_DEP_DAT:users,TS_M00000_0000000011_DEP_LOB:users,TS_M00000_0000000011_EVT_DAT:users,TS_M00000_0000000011_EVT_IDX:users,TS_M00000_0000000011_INV_DAT:users,TS_M00000_0000000011_INV_IDX:users,TS_M00000_0000000011_INV_LOB:users,TS_M00000_0000000011_OBI_DAT:users,TS_M00000_0000000011_OBI_IDX:users

$more script.par4dumpfile=local_backup_2_<customer_id>_<institution_id>_01.dmp,local_backup_2_<customer_id>_<institution_id>_2.dmp<…list n local_backup files here>,logfile= local_backup_2_<customer_id>_<institution_id>_<yyyy-mm-dd>.logREMAP_SCHEMA=V2<Letter for your instance>1_URM00:EXL_ADMINPARTITION_OPTIONS= MERGETABLE_EXISTS_ACTION= REPLACEEXCLUDE=INDEX:"LIKE 'IDXD_%' "REMAP_TABLESPACE=TS_M00000_0000000011_DEF_IDX:users,TS_M00000_0000000011_DEF_LOB:users,TS_M00000_0000000011_DEF_DAT:users,TS_M00000_0000000011_DEP_DAT:users,TS_M00000_0000000011_DEP_LOB:users,TS_M00000_0000000011_EVT_DAT:users,TS_M00000_0000000011_EVT_IDX:users,TS_M00000_0000000011_INV_DAT:users,TS_M00000_0000000011_INV_IDX:users,TS_M00000_0000000011_INV_LOB:users,TS_M00000_0000000011_OBI_DAT:users,TS_M00000_0000000011_OBI_IDX:users

$more script.par5dumpfile=local_backup_HFRUSER_<customer_id>_<institution_id>.dmp,logfile= local_backup_HFRUSER_<customer_id>_<institution_id>_<yyyy-mm-dd>.logREMAP_SCHEMA=V2<Letter for your instance>1_URM00:EXL_ADMINPARTITION_OPTIONS= MERGETABLE_EXISTS_ACTION= REPLACEEXCLUDE=INDEX:"LIKE 'IDXD_%' "REMAP_TABLESPACE=TS_M00000_0000000011_DEF_IDX:users,TS_M00000_0000000011_DEF_LOB:users,TS_M00000_0000000011_DEF_DAT:users,TS_M00000_0000000011_DEP_DAT:users,TS_M00000_0000000011_DEP_LOB:users,TS_M00000_0000000011_EVT_DAT:users,TS_M00000_0000000011_EVT_IDX:users,

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TS_M00000_0000000011_INV_DAT:users,TS_M00000_0000000011_INV_IDX:users,TS_M00000_0000000011_INV_LOB:users,TS_M00000_0000000011_OBI_DAT:users,TS_M00000_0000000011_OBI_IDX:users

Your local backup of your Alma institution’s database is now ready to use. For more information on the Alma table data inyour Alma local backup database, see the following section.

Alma Table/Field Definitions (High-Level)The majority of data elements in the Alma exit data include the following base set of 12 fields which give each table entry itsrelevant primary unique internal ID, ownership and editor history (for example, which user modified the record and when).All data provided is specific to the single institution exiting, even if the institution is part of a consortium.

Field Description

ID Primary Key

APPLICATION Internal use

CREATOR User Name of the record Creator

MODIFIED_BY User Name the record was Modified By

MODIFIED_BY_JOB The Job ID for records batch updated by a job

CREATE_DATE Date Created (UTC)

MODIFICATION_DATE Date Modified (UTC)

MODIFICATION_HISTORY Internal session tracking of record modifications

If you are a consortium and have more than one institution in your Alma local backup environment, repeat steps 1and 2 for each Alma institution, and change EXL_ADMIN to EXL_ADMIN_1, EXL_ADMIN_2, etc. for eachsubsequent unique Alma institution.

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Field Description

CUSTOMERID ORGANIZATION_UNIT.ID

INSTITUTIONID ORGANIZATION_UNIT.ID

LIBRARYID ORGANIZATION_UNIT.ID

LIBRARYUNITID Not In Use

Certain data related to transient events and caches, configuration, and encrypted personal data elements are not includedin the Alma local backup as they can be exported securely from Alma using standard export or analytics routines.

General

Field Description

ORGANIZATION_UNIT

This table manages institution and library definitions.

Key Fields with Set Enumeration:

STATUS

• ACTIVE, DELETED

ORG_TYPE

• CUSTOMER, INSTITUTION, LIBRARY

Primary Associated Table/s:

All other tables reference ORGANIZATION_UNIT. ORGANIZATION_ID via their CUSTOMERID, INSTITUTIONID andLIBRARYID.

ATTACHMENT

All binary attachments of all areas of the system are stored here.

Key Fields with Set Enumeration:

ATTACHED_TO_TYPE - the data area type of each attachment – e.g. com.exlibris.repository.model.HLicense =License

com.exlibris.core.infra.model.HFrUser = User

Primary Associated Table/s:

ATTACHED_TO_ENTITY_ID=ID of relevant data area indicated by ATTACHED_TO_TYPE (e.g. LICENSE.ID,HFRUSER.ID, PO_LINE.ID, etc.)

NOTE

All area’s notes (except inventory notes stored in HDEMETADATA.VALUE and user notes stored in USER_NOTES).

Key Fields with Set Enumeration:

ATTACHED_TO_ENTITY_TYPE- the data area type of notes – e.g. com.exlibris.urm.acquisition.model.po.POLine =

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Field Description

PO line

Primary Associated Table/s:

ATTACHED_TO_ENTITY_ID=ID of relevant data area indicated by ATTACHED_TO_ENTITY_TYPE (e.g. PO_LINE.ID, LICENSE.ID, etc.)

Acquisitions and ERM

Table Description

CONVERSATION

Conversation chains opened per vendor typically based on a POL claim are managed here.

Primary Associated Table/s:

ENTITY_ID = VENDOR.ID

RELATED_ENTITY_ID = PO_LINE.ID

Key Fields with Set Enumeration:

RELATED_ENTITY_TYPE

• com.exlibris.urm.acquisition.model.po.POLine

CONVERSATION_MESSAGE

Each message of each conversation chain with a vendor triggered by a POL claim is managed here.

Primary Associated Table/s:

CONVERSATION_ID = CONVERSATION.ID

FUND_LEDGER

All ledgers, summary funds and allocated funds are defined here for all Fiscal years.

Key Fields with Set Enumeration:

STATUS

• DRAFT, ACTIVE, INACTIVE

ENTITY_TYPE

• LEDGER, SUMMARY, ALLOCATED

Primary Associated Table/s:

POLICY_ID = FUND_POLICY.ID

FUND_LEDGER_SERVED_UNITS

Each ledger, summary fund and allocated fund’s available organization levels served (e.g. which libraries within theinstitution may expend and encumber the fund) are managed here. When any library is allowed to use the fund in theinstitution, the SERVED_UNIT_ID = INSTITUTIONID and the INCLUDE_SUB_UNIT = 1 – meaning all of theinstitution’s libraries may use the fund.

Key Fields with Set Enumeration:

INCLUDE_SUB_UNIT

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Table Description

• 0/1

Primary Associated Table/s:

SERVED_UNIT_ID = ORGANIZATION_UNIT.ID

FUND_ID = FUND_LEDGER.ID

FUND_POLICYSpecific rules or behaviors defined for any given fund. For instance, overencmbrance % or overexpenditure allowance.Typically policies are shared and defined at the ledger level.

FUND_TRANSACTION

All fund transactions associated with allocated funds and their related orders or invoices, where relevant, are definedhere.

Key Fields with Set Enumeration:

TRANSACTION_ITEM_TYPE

• ALLOCATION, ENCUMBRANCE, DISENCUMBRANCE, EXPENDITURE, TRANSFER

Primary Associated Table/s:

FUND_ID = FUND_LEDGER.ID

PO_LINE_ID = PO_LINE.ID

INVOICE_LINE_ID = INVOICE_LINE.ID

FUND_TRANSACTION_HISTORY

Like FUND_TRANSACTION, but contains past historical fund transactions.

INVOICE

All invoices are managed here.

Key Fields with Set Enumeration:

PAYMENT_METHOD

• CREDITCARD, ACCOUNTINGDEPARTMENT

STATUS

• ACTIVE, CLOSED

TASK_NAME

• Ready to be Paid, InApproval, InReview, Waiting to be Sent, CLOSED

PAYMENT_STATUS

• NOT_PAID, PAID

APPROVAL_STATUS

• CREDITCARD, ACCOUNTINGDEPARTMENT

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Table Description

Primary Associated Table/s:

VENDOR_ID= VENDOR.ID

VENDOR_ACCOUNT_ID= VENDOR_ACCOUNT.ID

INVOICE_EXPLICIT_RATE

Holds any explicit rate invoice currency details – where a specific currency rate defined should override the actualdate’s rate of exchange.

Primary Associated Table/s:

INVOICE_ID=INVOICE.ID

INVOICE_LINE

All invoices’ lines are managed here.

Key Fields with Set Enumeration:

INVOICE_LINE_TYPE

• REGULAR, DISCOUNT, ADJUSTMENT, SHIPMENT, OVERHEAD, INSURANCE

Primary Associated Table/s:

INVOICE_ID=INVOICE.ID

LICENSE

Holds all core license information other than license terms.

Key Fields with Set Enumeration:

REVIEW_STATUS

• INREVIEW, PENDING, ACCEPTED

TYPE

• ADDENDUM, LICENSE

STATUS

• DELETED, DRAFT, ACTIVE, EXPIRED, RETIRED

LICENSE_STORAGE_LOCATION

• Code table LicenseStorageLocation

Primary Associated Table/s:

LICENSOR_ID=VENDOR.ID

LICENSE_HISTORY

Same as License, but stores historical information about past license changes and updates.

LICENSE_ Indicates which e-inventory records are associated with which license.

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Table Description

INVENTORY

Primary Associated Table/s:

LICENSE_ID=LICENSE.ID

PACKAGE_ID=HDEMETADATA.ID

LICENSE_NEGOTIATION

For Network Zones only. Used to negotiate license terms for member institutions.

Primary Associated Table/s:

LICENSE_ID.LICENSE.ID

MEMBER_CODE=ORGANIZATION_UNIT.CODE

MEMBER_NAME=ORGANIZATION_UNIT.NAME

LICENSE_NEGOTIATION_HISTORY

Same as License Negotiation, but historical negotiations and activity are stored here.

LICENSE_TERM

Stores all the license terms of each license.

Key Fields with Set Enumeration:

LICENSE_TERM_CODE and LICENSE_TERM_VALUE are determined by DLF-ERMI standard values.

Primary Associated Table/s:

LICENCE_ID=LICENSE.ID

LICENSE_TERM_HISTORY

Same as License term, but stores historical license terms and activity previously stored on licenses.

PDA

Patron Driven Acquisition vendor profile information managed here.

Key Fields with Set Enumeration:

STATUS

• ACTIVE, CANCELLED, DRAFT, PAUSED

Primary Associated Table/s:

REPOSITORY_PROFILE_ID=MD import repository-level profile id

ORDER_PROFILE_ID=MD import order-level profile id

VENDOR_ID=VENDOR.ID

LICENSE_ID=LICENSE.ID

PO Stores and manages all purchase orders.

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Table Description

Key Fields with Set Enumeration:

STATUS

• ACTIVE, CLOSED, CANCELLED

TASK_NAME

• NEW, INREVIEW, WAITING_FOR_SENDING_APPROVAL, WAITING_FOR_READY_LINES,INAPPROVAL,SENT

Primary Associated Table/s:

VENDOR_ID=VENDOR.ID

VENDOR_ACCOUNT_ID=VENDOR_ACCOUNT.ID

PO_LINE

Stores and manages all PO lines.

Key Fields with Set Enumeration:

PO_LINE_TYPE

• All Physical, Electronic and Services POL types both continuous, one-time and standing.

STATUS

• ACTIVE, CLOSED, CANCELLED

TASK_NAME

• TRIAL, INREVIEW, WAITING_FOR_MANUAL_RENEWAL, RENEWAL_TRIAL, WAITING_FOR_INVOICE,AUTO_PACKAGING, MANUAL_PACKAGING, SENT, READY, CYCLIC_RENEWAL, TASK_NAME, DEFERRED

CLAIMED

• 0/1

MANUAL_RENEWAL

• 0/1

INVOICE_STATUS

• PARTIALLY_INVOICED, FULLY_INVOICED, NO_INVOICE

RECEIVING_STATUS

• 0/1

REVIEW_STATUS

• NEED_REVIEW, NO_REVIEW, UNCHECKED_REVIEW

ACQUISITION_METHOD

• TECHNICAL, DEPOSITORY, EXCHANGE, APPROVAL, PURCHASE, VENDOR_SYSTEM, GIFT, OTHER,LEGAL_DEPOSIT

INVENTORY_MATERIAL_TYPE

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Table Description

• Any value in Physical or Electronic material type. Only used to initially populate the material type of the inventorythe POL creates

Primary Associated Table/s:

PO_ID=PO.ID

VENDOR_ID=VENDOR.ID

VENDOR_ACCOUNT_ID=VENDOR_ACCOUNT.IDPDA_ID=PDA.ID

LICENSE_ID=LICENSE.ID (Only used for populating LICENSE_INVENTORY when initially creating PO_LINE)

PO_LINE_HISTORY

Like PO_LINE, but historical changes to PO_LINES are stored here.

POLINE_STAKE_HOLDERS

Indicates all interested users for each PO line and their preference for being notified once the material is received/activated.

Primary Associated Table/s:

USER_ID=HFRUSER.ID

PO_LINE_ID=PO_LINE.ID

TRIAL

Manages the PO line trials for specific e-inventory.

Key Fields with Set Enumeration:

STATUS

• ACTIVE, DRAFT, ANALYSIS, SENT, CLOSED

TRIAL_STATUS

• RECOMMENDED, NOT_RECOMMENDED, NO_DESICION, RECOMMENDED_RESERVATION

Primary Associated Table/s:

ACQ_ITEM_ID=PO_LINE.ID

TRIAL_PARTICIPANT

Indicates which users are participating in each trial.

Primary Associated Table/s:

USER_ID=HFRUSER.ID

TRIAL_ID=TRIAL.ID

TRIAL_QUESTION

Indicates the staff-determined questions used by each trial participant for each trial.

Primary Associated Table/s:

TRIAL_ID=TRIAL.ID

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Table Description

FEEDBACK

Trial feedback for each trial question from each trial participant.

Primary Associated Table/s:

TRIAL_ID=TRIAL.ID

TRIAL_PARTICIPANT_ID=HFRUSER.ID

TRIAL_QUESTION_ID=TRIAL_QUESTION.ID

SURVEY_FORMSurveys created for running evaluations and trials in Alma. Contains a form name and code based on the surveycreated by staff.

SURVEY_QUESTION

The questions and order of questions included in each survey.

Primary Associated Table/s:

SURVEY_ID= SURVEY_FORM.ID

USAGE_DATA_LOCAL

Electronic usage / Counter data is harvested here and used by Analytics e-usage and e-usage/cost reports.

VENDOR

Core vendor data information.

Key Fields with Set Enumeration:

STATUS

• 1=Active, 0=Inactive, 2=Deleted

Primary Associated Table/s:

USERID=HFRUSER.ID (Every vendor has a non-viewable user record in order to allow association of contact info withthe vendor)

VENDOR_ACCOUNT

Core vendor account data information

Key Fields with Set Enumeration:

STATUS

• 1=Active, 0=Inactive, 2=Deleted

Primary Associated Table/s:

VENDOR_ID=VENDOR.ID

VENDOR_ACCOUNT_PAY_METHODS

Includes all the payment methods supported by each specific vendor account. This ties together with invoicingpreferences when invoicing on a specific vendor and vendor account.

Key Fields with Set Enumeration:

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Table Description

PAYMENT_METHOD_STR

• ACCOUNTINGDEPARTMENT, ATTACHMENT, INVOICE, CASH, BANKTRANSFERS, DEPOSITACCOUNT,PREPAYMENT, CREDITCARD

Primary Associated Table/s:

VENDOR_ACCOUNT_ID=VENDOR_ACCOUNT.ID

VENDOR_ACCOUNT_SERVED_UNITS

Each vendor or vendor account’s available organization levels served (which libraries may manage/own a PO/PO line)are managed here. When any library is allowed in the institution, the SERVED_UNIT_ID = INSTITUTIONID and theINCLUDE_SUB_UNIT = 1 – meaning all of the institution’s libraries may use the vendor/vendor account.

Key Fields with Set Enumeration:

INCLUDE_SUB_UNIT

• 0/1

Primary Associated Table/s:

SERVED_UNIT_ID = ORGANIZATION_UNIT.ID

VENDOR_ACCOUNT_ID=VENDOR_ACCOUNT.ID

VENDOR_ID=VENDOR.ID

VENDOR_AND_ACCOUNT_PERSON

Contact users who associate with vendor/vendor account records.

Primary Associated Table/s:

VENDOR_ACCOUNT_ID= VENDOR_ACCOUNT.ID

VENDOR_ID= VENDOR.ID

USER_ID=HFRUSER.ID (contact user associated with vendor/account)

VENDOR_INTERFACE

Vendor electronic interface records associated with vendors.

Key Fields with Set Enumeration:

Various fields based on fixed values for interface field definition consistent with UI options.

Primary Associated Table/s:

VENDOR_ID=VENDOR.ID

VENDOR_SUSHI_ACCOUNT

A vendor’s specific SUSHI accounts used for Counter data loading connection details.

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Resource Management

Field Description

MMS_RECORD

All Bib, Holding and local Authority metadata is managed here – the core metadata is managed in the VALUE field asstandard metadata xml (MARC, UNIMARC, KORMARC, Dublin Core). Management fields, such as suppressedrecords, are stored as table fields.

Key Fields with Set Enumeration:

OBJECTTYPE

• BIB_MMS, HOLDING, AUTHORITY_MMS

REGISTRY_ID

• 3 = Marc21, 8=Unimarc, 7=Kormarc, 9=CnMarc

LIFE_CYCLE

• 0=Active, 3=Deleted

TAG_SUPPRESSED

TAG_SYNC_EXTERNAL_CATALOG

TAG_BRIEF

TAG_SYNC_NATIONAL_CATALOG

• 0, 1

CATALOGER_LEVEL

• 00-99

Primary Associated Table/s:

LINK_INST and LINK_ID are used for records which are managed outside of your institution (either CZ or NZ fornetwork zone members)

MMS_RECORD_VERSION

Same as MMS_RECORD but stores all history of metadata updates.

HDEMETADATA

All inventory (P, E and D) and levels are managed here – the master metadata for non-MARC/UNIMARC/KORMARCbased metadata used by everything other than Holdings is managed in the VALUE field as xml. VALUE stores allinventory attributes such as BARCODE and ENUM/CHRON for items and proxy and linking information for electronicinventory.

Holding record master xml (managed as MARC/UNIMARC/KORMARC) is stored in MMS_RECORD wherebyHDEMETADATA.MID=MMS_RECORD.MMS_ID when OBJECTTYPE=’HOLDING’.

Key Fields with Set Enumeration:

OBJECTTYPE

• IEP, HOLDING, ITEM

IEP is for physical inventory. It aggregates all physical holdings and items for a particular title. PARENT_ID links itemsto holdings and holdings to IEP.

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Field Description

• IEE, TPS, PORTFOLIO

IEE is for electronic portfolio title inventory. It aggregates all e-portfolios for a particular title in a specific package’sservice. PARENT_ID links PORTFOLIO to TPS and TPS to IEE.

• IEPA, PPS

IEPA is for e-packages. PPS associates specific package services for specific e-titles. PPS links to IEPA via PARENT_ID.

• IED, REPRESENTATION, REMOTE_REPRESENTATION, FILE

IED is for digital inventory. It aggregates all digital inventory for a particular title. REPRESENTATIONS have files andare managed by Alma. REMOTE_REPRESENTATIONS do not have files and are linked to an external repository.PARENT_ID links REPRESENTATION and REMOTE_REPRESENTATION to IED and FILES to REPRESENTATION

• IE_MMS – used when a Bib title has no inventory for Primo publishing purposes.

• COLLECTION – for collection entity used to aggregate records into groups.

LIFECYCLE

• IN_PERMANENT_REPOSITORY, DELETED

PROCESS_TYPE

• ILL, HOLDSHELF, LOAN, CLAIM_RETURNED_LOAN, LOST_LOAN, TRANSIT, WORK_ORDER_DEPARTMENT,ACQ, TECHNICAL

BASE_STATUS (available/not available)

• 0, 1 – for Physical

• 10,11 – for Electronic

Primary Associated Table/s:

MMSID=MMS_RECORD.ID (IE-title level points to BIB, Holdings points to metadata Holding stored in MMS_RECORD)

LINK_INST and LINK_ID are used for records which are managed outside of your institution (either CZ or NZ fornetwork zone members)

PROCESS_ID (goes with PROCESS_TYPE for physical ITEMs):

-HOLDSHELF, TRANSIT, WORK_ORDER_DEPARTMENT, ILL:

PROCESS_ID = FUL_REQ_WORKFLOW_ENTITY.ID

-LOAN, CLAIM_RETURNED_LOAN, LOST_LOAN

PROCESS_ID=ITEM_LOAN.ID

-ACQ

PROCESS_ID=PO_LINE.ID

-TECHNICAL

No PROCESS_ID – this is used for migrated not on shelf item statuses

PO_LINE_ID=PO_LINE.PO_LINE_REFERENCE

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Field Description

INVENTORY_AF_MANAGEMENT

Electronic inventory which has ‘available for’ group settings (for multi-campus and central network zone e-inventorymanagement) are managed here; indicating which e-inventory records are available for which group.

Primary Associated Table/s:

PID=HDEMETADATA.MID

GROUP_ID=Mapping table InventoryAFManagementGroup Group ID

GROUP_PARAMETERS

Electronic inventory local attributes when ‘available for’ group settings are in use. For instance, group-level local proxysettings or notes. When available for groups are not in use, the local settings are stored in HDEMETADATA.VALUE.

Primary Associated Table/s:

PID=HDEMETADATA.MID

GROUP_ID=Mapping table InventoryAFManagementGroup Group ID

HDESTREAMREFLocal digital management stores digital-related metadata and storage pointers forHDEMETADATA.OBJECTTYPE=FILE here.

COLLECTION_MEMBERS

Contains the individual Bib and inventory records included in a Collection.

Primary Associated Table/s:

COLLECTION_PID=HDEMETADATA.MID

MMS_ID=MMS_RECORD.ID

Fulfillment

Field Description

FUL_REQ_APPROVAL

Fulfillment requests which require approval such as copyright clearance requests.

Key Fields with Set Enumeration:

APPROVAL_STATUS

• Approved, Rejected, WaitingForCC,

Primary Associated Table/s:

MMS_ID=MMS_ID.ID

REQUEST_ID= FUL_REQ_WORKFLOW_ENTITY.ID

APPROVER_ID=HFRUSER.ID

FUL_REQ_DESTINATION

Fulfillment requests which are routed to a different library, desk, department or institution.

Key Fields with Set Enumeration:

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Field Description

DESTINATION_TYPE

• CIRCULATION_DESK, SERVICE_UNIT, LIBRARY, USER_WORK_ADDRESS, USER_HOME_ADDRESS, OUT_OF_INSTITUTION

Primary Associated Table/s:

REQUEST_ID= FUL_REQ_WORKFLOW_ENTITY.ID

DESTINATION_ID= ORGANIZATION_UNIT.ORGANIZATION_ID (for other Libraries or Institutions)

DESTINATION_INST_CODE= ORGANIZATION_UNIT.CODE

FUL_REQ_ITEM

Item-level requests item and priority tracking.

Key Fields with Set Enumeration:

PRIORITY

• A numeric value from lowest priority to highest priority

Primary Associated Table/s:

ITEM_ID=HDEMETADATA.MID

REQUEST_ID= FUL_REQ_WORKFLOW_ENTITY.ID

FUL_REQ_TOU

Tracks the terms of use applied at the time of specific requests.

Primary Associated Table/s:

REQUEST_ID= FUL_REQ_WORKFLOW_ENTITY.ID

TOU_ID=The Terms of Use defined for the particular request

FUL_REQ_WORKFLOW_ENTITY

The co-primary request tracking table which tracks all requests’ workflow.

Key Fields with Set Enumeration:

PRIORITY

• A numeric value from lowest priority to highest priority

STATUS – Can be any status defined in various departments and workflows of the institution.

STEP_TYPE

• PICKUP_FROM_SHELF, DEPOSIT, HOLD_SHELF_PROCESSING, WAITING_FOR_REMOTE_STORAGE,DIGITIZATION, WORK_ORDER, COMM_WITH_REMOTE_STORAGE, OUT_OF_LIBRARY, IN_LIBRARY, ON_HOLD_SHELF, STEP_TYPE, DOCUMENT_DELIVERY

NEXT_STEP

• DEPOSIT, OUT_OF_LIBRARY, IN_LIBRARY, ON_HOLD_SHELF

DESTINATION_TYPE

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Field Description

• CIRCULATION_DESK, SERVICE_UNIT, LIBRARY

TASK_NAME

• DocumentDelivery, PlaceOnHoldShelf, PickupFromShelf, DepositItem, WorkOrderDepartment,WaitingForRemoteStorage, TransitItem, DigitizeItem, CommunicatingWithRemoteStorage, HoldShelfProcessing

Primary Associated Table/s:

ITEM_LOCATION_CODE = LOCATION_CODE

ITEM_LOCATION_LIB_ID=ORGANIZATION_UNIT.ORGANIZATION_ID

DESTINATION_ID=ORGANIZATION_UNIT.ORGANIZATION_ID

DESTINATION_INST_CODE= ORGANIZATION_UNIT.CODE

LOCATION = Target LOCATION LOCATION_CODE USER_ID= HFRUSER.ID

ASSIGN_TO = HFRUSER.ID

FUL_REQUEST

The co-primary request tracking table which tracks all requests.

Key Fields with Set Enumeration:

REQUEST_STATUS

• FAILED, REJECTED, ACTIVE, READY

SEARCH_TYPE

• PHYSICAL_TITLE, PHYSICAL_ITEM, ELECTRONIC_TITLE

SEL_INVENTORY_TYPE

• ITEM, VIRTUAL_HOLDING, HOLDING, IEE

Primary Associated Table/s:

SEL_MMS_ID= MMS_RECORD.ID

SEL_INVENTORY_ID=HDEMETADATA.MID

SUP_INSTITUTION_ID= ORGANIZATION_UNIT.ORGANIZATION_ID

REQUESTER_ID=HFRUSER.ID

MOVE_LIBRARY_ID= ORGANIZATION_UNIT.ORGANIZATION_ID

MOVE_LOC_CODE=LOCATION_CODE

WORK_FLOW_ID= FUL_REQ_WORKFLOW_ENTITY.ID

RECALLED_ITEM_LOAN_PID= HDEMETADATA.MID

READING_LIST_CITATION_ID= READING_LIST_CITATION.ID

RS_REQUEST_ID= IN_RES_SHR_REQUEST.ID or OUT_RES_SHR_REQUEST.ID

FUL_ Same as FUL_REQUEST for older fulfilled requests

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Field Description

REQUEST_HISTORY

IN_RES_SHR_REQUEST

Manages incoming (lending) requests for resource sharing.

Key Fields with Set Enumeration:

FORMAT

• DIGITAL, PHYSICAL, PHYSICAL_NON_RETURNABLE

LOCATE_STATUS

• ResourceLocated, NoResourcesLocated

CITATION_TYPE

• BK (Book), CR (Course Reserve)

IN_RES_REQUEST_STATUS

• RETURNED_BY_PARTNER, RECEIVED_BY_PARTNER, SHIPPED_PHYSICALLY, CANCELLED, REJECTED,DELETED, SHIPPED_DIGITALLY, RENEW_REQUESTED, LOCATE_FAILED, BEING_PROCESSED, EXPIRED,WILL_SUPPLY, OVERDUE_ITEM, REQUEST_COMPLETED, REQUEST_CREATED_LEND

LEVEL_OF_SERVICE

• WHEN_CONVINIENT, RUSH_LOCAL, EXPRESS_LOCAL, NORMAL_LOCAL, NORMAL_FULL

Primary Associated Table/s:

MMS_ID=MMS_RECORD.ID

IE_ID=HDEMETADATA.MID

ASSIGN_TO=HFRUSER.ID

EXTERNAL_PROFILE_ID=RS Profile ID

PARTNER_ID= RES_SHR_PARTNER.ID

ITEM_BARCODE=Item’s Barcode

ITEM_ID=HDEMETADATA.MID

IN_RES_SHR_REQUEST_HISTORY

Same as IN_RES_SHR_REQUEST, but for historical fulfilled incoming (lending) resource sharing requests

ITEM_LOAN

Manages all active loans.

Key Fields with Set Enumeration:

LOAN_STATUS

• 0 (Active), 1 (Renewed/Recalled), 2 (Completed)

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Field Description

Primary Associated Table/s:

ITEM_ID=HDEMETADATA.ID

USER_ID=HFRUSER.ID

MMS_ID=MMS_RECORD.ID

LOAN_CIRC_DESK_ID=Circulation Desk ID

ITEM_LOAN_CHANGE

Manages all activities within each loan such as Renewals and recalls.

Key Fields with Set Enumeration:

LOAN_STATUS

• 0 (Active), 2 (Completed)

LOAN_STATUS_CHANGE

• LOAN

• UNDO_RETURN, WB_CHANGE_BACKWARD, CLAIMED_RETURN, LOST, AUTO_RENEW, OVERDUE_CLAIMED_RETURN, BULK_CHANGE_FORWARD, BULK_CHANGE_BACKWARD, OVERDUE_NOTIFICATION, RECALL,NORMAL, OVERDUE_LOST, WB_CHANGE_FORWARD, RENEW

Primary Associated Table/s:

ITEM_LOAN_ID=ITEM_LOAN.ID

CIRC_DESK_ID=Circulation desk ID

OUT_RES_SHR_REQUEST

Manages outgoing (borrowing) requests for resource sharing.

Key Fields with Set Enumeration:

FORMAT

• DIGITAL, PHYSICAL, PHYSICAL_NON_RETURNABLE

LOCATE_STATUS

• ResourceLocated, NoResourcesLocated

CITATION_TYPE

• BK (Book), CR (Course Reserve)

Primary Associated Table/s:

MMS_ID =MMS_RECORD.ID

ITEM_LOAN_ID=ITEM_LOAN.ID

REQUESTER_ID=HFRUSER.ID

STUB_ITEM_PID=HDEMETADATA.MID

FUL_REQUEST_ID= FUL_REQUEST.ID

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Field Description

OUT_RES_SHR_REQUEST_HISTORY

Same as OUT_RES_SHR_REQUEST, but for completed historical outgoing (borrowing) resource sharing requests.

RES_SHR_GENERAL_MESSAGE

Resource sharing messages sent to/from RS partners.

Key Fields with Set Enumeration:

STATUS

• DISMISSED, ACTIVE

TYPE

• RECEIVED, SENT

Primary Associated Table/s:

REQUEST_ID= FUL_REQUEST.ID

RES_SHR_PARTNER

Resource sharing partners are managed here.

Key Fields with Set Enumeration:

PROFILE_TYPE

• EMAIL, ART_EMAIL, ISO, NCIP

Primary Associated Table/s:

LOCATE_PROFILE_ID=Resource sharing locate profile ID config

RES_SHR_PARTNER_RECORD

Specific resource sharing partner request-related details

Key Fields with Set Enumeration:

OUT_RES_REQUEST_STATUS

• REQUEST_CREATED_BOR, CANCEL_NOT_ACCEPTED, READY_TO_SEND, REPORT_LOST, CANCELLED_BY_PATRON, REJECTED, LOANED, RECEIVED_DIGITALLY, CANCELLED, CANCEL_REPLY, RETURNED_BY_PATRON, RETURNED_TO_PARTNER, CANCEL_REQUESTED, LOCATE_FAILED, REQUEST_SENT, REQUEST_ACCEPTED, RECEIVED_PHYSICALLY, REQUEST_COMPLETED, RENEWED, RECEIVED_NOT_FOR_LOAN

RECORD_STATUS

• Active, NonActive, Expired, Cancelled, Rejected

Primary Associated Table/s:

OUT_RES_SHR_REQUEST_ID= OUT_RES_SHR_REQUEST.ID

PARTNER_ID= RES_SHR_PARTNER.ID

RES_SHR_ Specific parameters used by a resource sharing partner record.

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Field Description

PARTNER_REC_PARAM

Primary Associated Table/s:

RS_PARTNER_REC_ID= RES_SHR_PARTNER_RECORD.ID

User Management

Field Description

HFRUSER

This table manages users of the system. The information and user identifying information are not storedhere and are not provided in the Alma local backup. This table is provided with an ID to allowinterpretation user-related activity such as loans and requests.

Key Fields with Set Enumeration:

STATUS

• 0 (Active) ,1 (Inactive)

RECORD_TYPE

• 1 (Contact), 2 (Vendor), 3 (Staff), 4 (Public), 5 (Organization)

USER_TYPE

• 1 (Internal), 2 (External)

HFRUSERROLES

All users’ roles are managed here.

Key Fields with Set Enumeration:

ROLE_TYPE

• Each role in the system has a numeric value.

Primary Associated Table/s:

USER_ID=HFRUSER.ID

HFRUSERROLESPARAMETERS

Some specific roles have special parameters, for instance circulation desk operators define circulationdesks in which their role is relevant.

Primary Associated Table/s:

USERROLE_ID= HFRUSERROLES.ID

USER_BLOCK

Manages all cases where a user of the system has been blocked from any fulfillment service.

Key Fields with Set Enumeration:

TYPE

• A numeric value for each block type

Primary Associated Table/s:

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Field Description

USER_ID=HFRUSER.ID

BLOCK_DEFINITION_ID= A specific block configuration definition for the user’s specific block.

USER_DEMERIT

When demerits are in use, all users’ demerits are managed here.

Primary Associated Table/s:

LOAN_ID=ITEM_LOAN.ID

USER_ID=HFRUSER.ID

USER_FINES_FEES

The sum of the outstanding users fines/fees are managed here.

Key Fields with Set Enumeration:

FINE_FEE_TYPE = Any of the supported fine fee types in your institution.

FINE_FEE_STATUS = ACTIVE, INDISPUTE, CLOSED

Primary Associated Table/s:

ITEM_ID=HDEMETADATA.MID

ITEM_LOAN_ID=ITEM_LOAN.ID

USER_ID=HFRUSER.ID

USER_FINE_FEE_TRANSACTION

Each individual fine/fee a user accrues and/or pays partially or fully to reduce is tracked here.

Key Fields with Set Enumeration:

FINE_FEE_TRANSACTION_TYPE

• PAYMENT, WAIVE, EXPORTED_AND_PAID, REFUND

TRANSACTION_METHOD

• ONLINE, CASH, DEBIT_CARD, VISA, CREDIT_CARD, CHECK

Primary Associated Table/s:

FINE_FEE_ID=USER_FINES_FEES.ID

USER_NOTE

Users’ notes are tracked in this specific user note table.

Key Fields with Set Enumeration:

TYPE

• Each type is a numeric value

USERVIEWABLE

• 0, 1

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Field Description

Primary Associated Table/s:

USER_ID=HFRUSER.ID

USER_PROXY

Some users may have a proxy user defined for them. The link between users and their proxy users isset here.

Primary Associated Table/s:

PROXY_FOR_ID=HFRUSER.ID

USER_ID=HFRUSER.ID

USER_STATISTICS

Users may optionally have statistical categories tagged for use in analytics reports. The user associationwith those category tags are managed here.

Key Fields with Set Enumeration:

STATISTICAL_CATEGORY

• A supported statistical category defined in the institution’s configuration.

Primary Associated Table/s:

USER_ID=HFRUSER.ID

Course Management

Field Description

COURSE

All courses are managed here.

Key Fields with Set Enumeration:

STATUS

0 (Inactive), 1 (Active)

COURSE_INSTRUCTOR

Links between courses and their instructors, defined as users in Alma.

Primary Associated Table/s:

USER_ID=HFRUSER.ID

COURSE_ID=COURSE.ID

COURSE_TERM

Courses with multiple terms are defined here.

Primary Associated Table/s:

COURSE_ID= COURSE.ID

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Field Description

READING_LIST

Courses typically have reading lists; a grouping of a set of resources to be used in a course.

Key Fields with Set Enumeration:

READING_LIST_STATUS

• ReadyForProcessing, BeingProcessed, Inactive, Complete, BeingPrepared

STATUS

• DRAFT, PUBLISHED

VISIBILITY

• OPEN_TO_WORLD, PUBLIC, RESTRICTED

Primary Associated Table/s:

COURSE_ID=COURSE.ID

ASSIGN_TO=HFRUSER.ID

READING_LIST_CITATION

The specific Bibliographic resources grouped in a reading list.

Key Fields with Set Enumeration:

LOCATE_STATUS

• MultipleResourcesLocated, ResourceLocated, NoResourcesLocated

CITATION_STATUS

• A status for citations configured in your institution

CITATION_TYPE

• E_BK (E-Book), BK (Book), E_CR (E-course reserve), CR (Course reserve)

Primary Associated Table/s:

MMS_ID= MMS_RECORD.ID

READING_LIST_COLLECTION

Relevant only for Leganto subscribers, for managing reading lists and their related citations.

READING_LIST_SECTIONS

Relevant only for Leganto subscribers, for managing reading lists and their citations.

READING_LIST_SUGGESTION

Relevant only for Leganto subscribers, for managing reading lists and their citations.

OWNER Used to set ownership of courses and reading lists.

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Field Description

Key Fields with Set Enumeration:

ATTACHED_TO_ENTITY_TYPE

• com.exlibris.urm.fulfillment.model.course.HCourse, com.exlibris.urm.fulfillment.model.course.HReadingList

Primary Associated Table/s:

ATTACHED_TO_ENTITY_ID=ID of relevant data area indicated by ATTACHED_TO_ENTITY_TYPE (e.g.COURSE.ID, READING_LIST.ID)

USER_ID=HFRUSER.ID

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Alma Subscription Termination and Data RetrievalIn the event of contract termination or expiration of an Alma subscription, the terminating Alma customers are entitled toreceive their Alma data with no costs involved. The sections below describe the options and timeline for retrieving data aspart of the termination process.

How will customers get a copy of their data in case of Alma subscription termination?

Alma customers terminating their Alma subscription may utilize the following methods to retrieve their data:

1. Using Alma's built-in data export, publishing, and other retrieval capabilities. See information below (export to.csv/.xml/.xls, and so forth).

2. If the customer prefers an Oracle Alma Local Backup data file (in Oracle .dmp format), this may be optionallyrequested and provided securely by Ex Libris at a secure FTP drop-point, using SFTP credentials provided by theAlma customer.

Retrieving Data Using Alma's Built-In CapabilitiesAlma has a wide variety of options for data retrieval. The table below breaks down some of the key ways a customer mayretrieve data (by area) independently of, and without coordination with, Ex Libris.

Key Alma Data Retrieval Options by Area

Field Description

Bibliographic recordsembedded withphysical/electronic/digital metadata

Using Alma's General publishing profile, it is possible to export all bibliographic data (XML) in the relevant standardmetadata format with embedded field information for all related physical inventory (holdings and items), electronicportfolios (including related linking information), and digital representations. For more information on this option, seehere.

Bibliographic records(only)

Using Alma's Run a Job functionality (Administration > Manage Jobs and Sets > Run a Job), it is possible tocreate sets of specific bibliographic records or all bibliographic records and export them in the relevant metadataformat stored as binary or XML. For more information, see here.

Bibliographic records can also be retrieved using Alma's API capabilities.

Item records (only)

• Using Alma's Run a Job functionality (Administration > Manage Jobs and Sets > Run a Job), it is possible tocreate sets of specific items or all items and export them in .csv format. For more information, see here.

• Item records can also be retrieved using Alma's API capabilities.

Holdings records(only)

Holdings records can be retrieved using Alma's API capabilities.

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Field Description

Electronic portfolios(only)

Using Alma's Run a Job functionality (Administration > Manage Jobs and Sets > Run a Job), it is possible tocreate sets of specific portfolios or all portfolios and export them in .txt, KBART, or Google Scholar format. For moreinformation, see here.

Digitalrepresentations (only)

• Using Alma's Run a Job functionality (Administration > Manage Jobs and Sets > Run a Job), it is possible tocreate sets of digital titles and export them as XML in the OAI_DC metadata format. For more information, seehere.

• Digital representations can also be retrieved using Alma's API capabilities.

Digital files (only)It is possible to access and download the digital file streams being managed by Alma's backend cloud storageservice solution (Amazon S3) using the Amazon S3 batch access/download tools. For more information onaccessing this file content, see here.

Local authorityrecords (only)

Using Alma's Alma's Run a Job functionality (Administration > Manage Jobs and Sets > Run a Job), it is possibleto create sets of specific local authorities or all local authorities and export them in the relevant metadata formatstored as binary or XML. For more information, see here.

Libraries, locations,and other codes andsetup

• The list of libraries, locations, and other code-based configuration lists may be exported as Excel/.csv by goingto the relevant configuration list and using the Tools > Excel download option.

• These settings can also be retrieved using Alma's API capabilities.

Users, fines/fees, andblocks

• Users may be exported as XML using the SIS integration profile and may include block information. For moreinformation, see here.

• Active fines/fees may be exported as XML using the bursar export integration profile. For more information, seehere.

• All fines/fees may also be retrieved as Excel/.csv using Alma Analytics. For more information, see here.

• Both users and fines/fees records may also be retrieved using Alma's API capabilities.

Loans• Loans may be retrieved as Excel/.csv using Alma Analytics. For more information, see here.

• Active loans may also be retrieved using Alma's API capabilities.

Requests• Requests may be retrieved as Excel/.csv using Alma Analytics. For more information, see here.

• Active requests may also be retrieved using Alma's API capabilities.

Vendors Vendors may be retrieved using Alma's API capabilities.

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Field Description

Funds and ledgers Funds and ledger definitions may be retrieved using Alma's API capabilities.

Fund transactions(allocations,expenditures, dis/encumbrances)

Fund transactions may be retrieved as Excel/.csv using Alma Analytics. For more information see here.

Purchase orders andlines

Purchase orders and lines may be retrieved using Alma's API capabilities.

Invoices Invoices and lines may be retrieved using Alma's API capabilities.

Licenses Licenses may be retrieved using Alma's API capabilities.

Courses and readinglists

Courses and reading lists may be retrieved using Alma's API capabilities.

Resource sharingpartners

Resource sharing partners may be retrieved using Alma's API capabilities

COUNTER usagedata

COUNTER data may be retrieved as Excel/.csv using Alma Analytics. For more information see here.

Receiving Data in Oracle FormatCustomers who have provided termination notification to Ex Libris and prefer an Oracle .dmp format for data receipt, areoptionally entitled to request their Alma Oracle data from Ex Libris according to the following process:

1. Test data retrieval: A request is opened using the Ex Libris CRM system after the termination notification in order toallow the customer time to become familiar with the data format and data provisioning process (for instance, to use inthe new system) in advance of the effective termination date. Ex Libris will provide the data within 30-45 days of thecustomer request on the supplied SFTP server.

2. Final data retrieval: A request is opened using the Ex Libris CRM system prior to the effective termination datespecifying the date the data should be retrieved from Alma. This should be the same date the customer ceases tomake data updates in Alma. The request should be made at least 45 days prior to the date it is needed in order toallow appropriate coordination.

For more information on the Oracle data format and process, refer to Oracle Local Backup.

As noted above, Alma analytics may be used natively within Alma to access many data areas stored in Alma and reportsmay be run in order to retrieve data; all without coordination with Ex Libris. However, as the Alma analytics itself does not

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hold the master data elements, but rather transformed data views of those elements, the analytics data is not included inthe Oracle data exports.

Closing Access to AlmaThe customer's Alma login and access will be discontinued on the effective date of termination. However, Ex Libris willcontinue to maintain the customer data for an additional 30 days after that date. After this period, Ex Libris shall have noobligation to maintain or provide any customer data relating to the expired or terminated subscription and will, unless legallyprohibited, delete it.

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Alma Known Issues: Q&AMonthly Alma releases contain features that connect to a complex network of other entities. Sometimes bugs/issues arereported by customers due to the various system enhancements. Known Issues present Alma users (who have the KnownIssues Operator role) with an indication of the issues/bugs that currently exist and are defined as a) high priority bysubmitters of the case, b) identified as bugs, and c) have a fix date that was communicated to the customer(s). Each knownissue has a target release for the fix.

• Q: Which issues make it to the list?A: The list contains major issues from Alma customers which were either fixed in the previous three releases or havean upcoming fix date. Fixes older than three releases are rolled off the list each month. This is different than theresolved issues list that comes with the Release Notes. That list contains ALL customer issues. Known Issues containsall high level defects that get version commitment and are communicated to the customers.Defects that involve personal data are excluded from the Known Issues list and remain with the existing process.

• Q: How often does Ex Libris update the list?A: The list is updated with the monthly production release. For current cases, see Fix Schedule (accessed from theHelp menu). Note that you must have the Known Issues Operator role to view it.

• Q: Why can't I see which institution submitted the case?A: Due to privacy concerns, Ex Libris cannot add this information.

• Q: When I copy the SalesForce number from the list and paste it into SalesForce, why can't I view the information?A: Not all SalesForce cases are public to all. The issue is presented in the known issues list with a general descriptionwithout revealing certain pieces of information due to privacy issues.

• Q: The known issues list is only in English. Are there any plans to make the list multi-lingual?A: Currently the issues are described only in English. As time passes, Ex Libris will consider adding support for morelanguages

• Q: Why can't I see a resolution description on every known issue?A: A resolution description is associated to a known issue only after the issue is fixed and the target release date hasarrived.

• Q: What if I see an issue that I am experiencing in my institution and that already exists in the list; should I submit aSalesForce case?A: Institutions may want to wait for resolution and not submit a SalesForce case. However, submitting a casereferencing the known issues list or the cases attached to it, allows Support to notify your institution directly on the fixschedule.

• Q: Does a Fixed status mean that it has been confirmed fixed by the customer?A: Fixed indicates the development stage, and not that the customer has confirmed that it is fixed. Naturally, all caseresolutions are sent to the customer who reported them. In cases where the customer feels that the fix is not workingas expected, a new known issue will appear.

• Q: What causes issues to fall off the list even though they are still open?A: An issue is not supposed to fall off the list. If an issue is off the list it is because it was fixed and three months haspassed.

• Q: I have opened a high priority case. Why can't I see it in the list?A: Only bugs appear on the known issues lists. Many bugs can be resolved without a code change and these do notappear on the list. In addition, if a customer opened a high priority case, it first goes through an analysis and an R&Devaluation, and then, if a code fix is required, it is added to the list at the next scheduled update. If the case still doesnot appear in the list after this process, add a comment to the existing case (do not open a new one).

Ex Libris, a ProQuest Company

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