Alma Administartion Guide

Alma Administration
Ex Libris Confidential
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Copyright Ex Libris Limited, 2015. All rights reserved.
Document released: December 2015
Web address: http://www.exlibrisgroup.com
Ex Libris Confidential
Table of Contents
Chapter 1
Introduction to Administration............................................................... 7
Chapter 2
Overview of User Management in Alma .............................................. 9
Chapter 3
User Management .................................................................................... 11
Managing Users ........................................................................................ 11
Adding Users .........................................................................................15
Editing Users .........................................................................................46
Deleting Users ........................................................................................48
Deactivating Users .................................................................................49
Distributing Users .................................................................................50
Unlocking Locked‐Out Users .................................................................50
Converting Users from External to Internal ......................................... 50
Purging Users............................................................................................ 51
Notifying Users ......................................................................................... 53
Waiving Fines in Bulk .............................................................................. 53
Managing User Roles ............................................................................... 57
Adding Roles to Users ............................................................................57
Editing Roles Assigned to Users ............................................................60
Removing Roles from Users ...................................................................62
User Roles – Descriptions and Accessible Components ........................62
Managing Circulation Desk Operators .................................................81
Roles Managed at the Library Level .......................................................85
User Sets..................................................................................................... 86
User Identifiers .......................................................................................87
Chapter 4
Configuring User Management ............................................................ 89
User Management Activities................................................................... 89
Roles and Registration Configuration ................................................... 92
Configuring Role Profiles .......................................................................93
Configuring Role Assignment Rules .....................................................98
Configuring User Registration Rules ..................................................101
Roles Report .........................................................................................105
Privileges Report ..................................................................................106
Mandatory Fields Configuration.......................................................... 108
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Configuring UserMandatory Fields – Public ..................................... 108
Configuring UserMandatory Fields – Staff ........................................ 111
Configuring User Mandatory Fields – External Contacts .................. 114
User Details Configuration ................................................................... 117
Configuring User Groups .................................................................... 117
Configuring User Record Type/User Group Sets ................................ 121
Configuring Job Categories .................................................................. 125
Configuring User RecordTypes/Job Category Sets ............................. 129
Configuring UserName Display ......................................................... 133
Configuring Statistical Categories ....................................................... 135
Creating Statistical Category Types .................................................... 138
Mapping Statistical Categories to Category Types ............................. 140
Configuring User Titles ....................................................................... 141
Patron Charges Configuration.............................................................. 143
Configuring Fines/Fees Behavior ......................................................... 143
Configuring Reasons for Waiving Fines/Fees ...................................... 145
Configuring Fines/Fees Notification Profiles ...................................... 148
Configuring Other Settings ................................................................... 149
Configuring User Notification Types .................................................. 153
Configuring User Information for Pop‐ups........................................ 156
Configuring User ID Generation.......................................................... 158
Configuring Delete User Policy Settings............................................. 158
Linking Users in Collaborative Networks .......................................... 160
Configuring Linked Account Rules ..................................................... 160
Chapter 5
Advanced Tools...................................................................................... 163
HealthCheck Tool ................................................................................... 163
Chapter 6
Configuring General Alma Functions ............................................... 169
Configuring General Activities ............................................................ 169
Libraries ................................................................................................... 172
Managing Institutions and Libraries ................................................... 172
Configuring General Relationships ..................................................... 184
Configuring Campuses ........................................................................ 184
Locations .................................................................................................. 189
Configuring Physical Locations ........................................................... 189
Configuring Remote Storage Facilities ................................................ 190
Work Orders and Departments............................................................ 190
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Configuring Work Order Types ...........................................................191
Configuring Work Order Type Statuses ..............................................198
Configuring Work Order Departments ...............................................200
External Systems ..................................................................................... 203
Configuring Integration Profiles ..........................................................204
Configuring S/FTP Connections .........................................................208
Configuring Allowed Emails ................................................................212
Configuring Allowed S/FTP Connections During Testing .................215
Branding/Logo ........................................................................................ 217
Configuring Alma Branding ................................................................217
Configuring Skins ................................................................................219
Configuring Alma Letters ..................................................................... 219
Configuring Other Settings ................................................................... 261
Configuring Institution Languages...................................................... 267
Configuring CRM Contacts................................................................... 268
Staff Login Report................................................................................... 269
Widgets .................................................................................................... 270
Configuring Widgets ............................................................................270
Adding a Widget .............................................................................271
Configuring the Home Page Notification Widget ..........................272
Configuring Primo Widgets .................................................................273
Security..................................................................................................... 274
Configuring IP Group Configuration ..................................................274
Configuring Login Restriction Configuration .....................................276
Configuring a User to Not Have IP Restrictions Apply .....................278
Importing Information to Code Tables................................................ 279
Chapter 7
Managing Jobs........................................................................................ 283
Overview of Jobs..................................................................................... 283
Overview of Profiles .............................................................................284
Running Manual Jobs on Defined Sets................................................ 285
Manual Jobs and Their Relevant Parameters .................................290
Viewing Scheduled Jobs ........................................................................ 312
Viewing Scheduled Job Summary Status .............................................312
Viewing All Scheduled Jobs ..................................................................313
Configuring Email Notifications for Scheduled Jobs ......................329
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Viewing Running Jobs ........................................................................... 331
Job Types with Their Own Management Pages ............................. 332
Viewing Completed Jobs ....................................................................... 334
Viewing Job Reports ............................................................................. 338
Viewing Authority Processes Job Reports ...................................... 339
Viewing Deleted Records Job Report .............................................. 339
Viewing the Link Local Electronic Resources to the Community Zone Job Report ............................................................................... 340
Viewing the Overlap Analysis Job Report ...................................... 341
Viewing Network Publishing Job Report ........................................ 345
Viewing Lost Loan Job Report ........................................................ 345
Viewing EDI Job Reports ................................................................ 346
Viewing the Export PO Lines (POL) Job Report ............................ 349
Viewing Extracted Electronic Portfolio URLs Job Report .............. 349
Viewing Dematic ASRS Job Report ................................................ 349
Viewing Records Not Imported Due to Version Prevention in a Job Report .............................................................................................. 351
Viewing Analytics Scheduled Job Report ....................................... 353
Viewing Job Events .............................................................................. 353
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1
Introduction to Administration
This guide describes general administration tasks that affect all areas of Alms, including user management and configuration, general configuration options, and managing jobs. This guide contains the following sections:

Overview of User Management in Alma – This section provides an overview of the way in which users are created and managed in Alma. For a detailed explanation, see Overview of User Management in Alma on page 9.

User Management – This section governs user information that is managed by an authorized operator. User management includes the management of both public, staff, and contact users. For a detailed explanation, see User Management on page 11.

User Configuration – This section describes configuration management activities. For a detailed explanation, see Configuring User Management on page 89.

General Configuration – This section describes Administration configuration activities. For a detailed explanation, see Configuring General Alma Functions on page 169.

Alma Jobs ‐ This section provides an overview of jobs in Alma and describes how to run and monitor them. For a detailed explanation, see Managing Jobs on page 283.
Additional administration tasks that are relevant to specific sections of Alma are presented in other sections, including:

The sandbox environment: Alma Sandbox Environments in the Alma Sandbox Environments Guide

Resource management: Configuring Resource Management in the Alma Resource Management Guide

Fulfillment: Configuring Fulfillment in the Alma Fulfillment Guide

Acquisitions: Configuring Acquisitions in the Alma Acquisitions Guide

Integrating with external systems: Acquisitions, Resource Management, Fulfillment, User Management, General, and bX in the Alma Integrations with External Systems Guide
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
Integrating with Primo: Basic Primo Configuration for Integration with Alma, Configuring the Primo Front End for an Alma Data Source, Configuring the Primo Front End for Alma’s Link Resolver, and Configuring Alma’s Delivery System in the Alma‐Primo Integration Guide
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Overview of User Management in Alma
A complete overview of the way in which users are created and managed in Alma is provided on the Developer Network. The user management sections on the Developer Network are organized as follows:

Information on user accounts (internal and external users), user record structure, user roles and types, and user identifiers (including information on sharing user IDs in a fulfillment network) can be found on the following page: https://developers.exlibrisgroup.com/alma/integrations/user‐
management

Information on Student Information Systems (SIS), loading external users from SIS into Alma, and synchronizing SIS users with Alma can be found on the following page: https://developers.exlibrisgroup.com/alma/integrations/
user‐management/sis

Information on authenticating external users in LDAP can be found on the following page: https://developers.exlibrisgroup.com/alma/integrations/
user‐management/authentication/ldap

Information on authentication using SAML can be found on the following page: https://developers.exlibrisgroup.com/alma/integrations/user‐
management/authentication/saml

Information on authentication using CAS can be found on the following page: https://developers.exlibrisgroup.com/alma/integrations/user‐
management/authentication/CAS

Information on the authentication of Primo users to retrieve Alma information can be found on the following page: https://
developers.exlibrisgroup.com/alma/integrations/user‐management/
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Chapter 2: Overview of User Management in Alma
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User Management
This section includes:

Managing Users on page 11

Converting Users from External to Internal on page 50

Purging Users on page 51

Notifying Users on page 53

Waiving Fines in Bulk on page 53

Managing User Roles on page 57

User Sets on page 86
Managing Users
PERMISSIONS:
To manage users, you must have one of the following roles:

User Manager

User Administrator
IMPORTANT:
For an in‐depth overview of the way in which users are created and managed in Alma, see Overview of User Management in Alma on page 9.
You manage users on the Find and Manage Users page (Administration > User Management > Find and Manage Users).
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Figure 1: Find and Manage Users Page
The Find and Manage Users page contains tabs (Staff, Public, Contact, and All) that enable you to filter the user list according to user record type. You can also filter the user list using the filter drop‐down lists beneath the category tabs, or you can use Find to search for a specific user or group of users.
NOTES: 
When searching for Email or Identifiers, whole values must be entered. Searches in these fields are case sensitive.
The following filter drop‐down lists are available:



Account Filter (see the table below)

All

External users

Internal users

Internal with external authentication users
Role Filter

All

Select from the list of roles
Status Filter

All

Active and non expired

Not active or expired
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
Locked out
The following table describes the columns on the Find and Manage Users page.
Table 1. Find and Manage Users Page - Column Descriptions
Column Name
Description
Name
The name of the user. Click this link to open the User Details page (see Editing Users on page 46).
Account Type
 Internal – A user whose core user details are managed within the system (for example, user name, password, contact information, and so forth).
 Internal with external authentication – Similar to internal accounts except that the user name and password are managed externally, while the remaining user details are managed internally.
 External – Users created by migration from an external system. The core user details are managed in an external system and can be viewed in Alma.
Record Type
(shown only in the All tab)
Specifies whether the user is:
 Staff
 Public
 Contact
Job Category
The user’s job category. For example, Acquisitions Operator, Cataloger, or Manager.
A user’s job category defines the user’s position in the library. Job categories are collections of role profiles, which are in turn collections of roles. Job categories enable you to assign multiple roles to users at once, so that you do not have to configure roles individually for each user (see Configuring Job Categories on page 125).
NOTE:
It is possible to have default roles and privileges assigned to a user according to job category. For details, see How to Set Up Default Roles and Privileges According to User Job Category. Note that you need to be logged in to the Documentation Center in order to view this document.
User Group
(not shown in the Contact tab)
The user’s user group, such as Faculty, Patron, and so forth.
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Table 1. Find and Manage Users Page - Column Descriptions
Column Name
Description
Status
Whether the user is Active or Inactive.
Expiration Date
Alma distinguishes between authentication, which is the act of determining if the user is a legal user, and authorization, which is the act of determining what the user may do in the system.
This field is related to authentication, which is separate from the authorization. Internal users, which are authenticated by Alma, will fail authentication if their account is inactive or has expired. External users (which are authenticated outside of Alma such as by an LDAP system) should be rejected by the authenticating system if they are prevented from using services. If authenticated by the authenticating system, Alma checks for the authorized actions based on the userʹs role, as described below.
Authorizations are managed in Alma based on the userʹs roles. A role, the privileges that it includes, the roleʹs scope, and its expiration date determine a userʹs authorization for any action. Like any other role, the patron role is used to check a patronʹs authorization for patron‐related actions and services.
The User Registration Terms of Use (defined on the Fulfillment Configuration Menu > Physical Fulfillment > Terms of Use and Policies page) enables you to configure the Patron Renewal Period policy and other policies associated with how patrons are registered at the circulation desk. For more information, see Configuring Terms of Use in the Alma Fulfillment Guide.
After you define the User Registration Terms of Use, assign the Terms of Use per user group on the User Registration Rules page (User Management Configuration menu > Roles and Registration > User Registration Rules). For more information, see Configuring User Registration Rules on page 101.
Blocks
(not shown in the Contact tab)
Whether there are any blocks on the user.
Notes
Whether there are any notes for the user.
You can do the following on the Find and Manage Users page:

Adding Users on page 15
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
Editing Users on page 46

Deleting Users on page 48

Deactivating Users on page 49

Distributing Users on page 50

Unlocking Locked‐Out Users on page 50
Additional user management tasks include:

Purging Users on page 51

Waiving Fines in Bulk on page 53

Managing User Roles on page 57
Adding Users
You can add new, internal users from any of the tabs on the Find and Manage Users page. You can edit existing users on the Find and Manage Users page in the relevant tab (Staff, Public, or Contact), or in the All tab.
IMPORTANT:
New users should generally be added to Alma from another, external system maintained by the institution (such as a Student Information System). Only in exceptional cases, for guests in the library, should users be added as internal users in Alma, using the procedure below. For an in‐
depth explanation of user management in Alma, see Overview of User Management in Alma on page 9.
To add a new user:
1
On the Find and Manage Users page (Administration > User Management > Find and Manage Users), click Add User.

If the All tab is selected, you are prompted to select the record type (Staff, Public, or Contact).

If any of the other tabs is selected (Staff, Public, or Contact), the record type is automatically set according to the tab.
The following is an example of the Quick User Management page that is displayed for Staff or Public record types.
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Figure 1:
Figure 2: Quick User Management - Staff or Public Record Types
The following is an example of the Quick User Management page that is displayed for the Contact record type.
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Figure 3: Quick User Management Page - Contact Users
2
Enter the required information. The following table lists details of the fields on this page.
Table 2. Quick User Management Page Fields
Section
Field
Description
User Information
First name
First name of the user
Middle name
Middle name of the user
Last name
Last name of the user
Title
Title of the user
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Table 2. Quick User Management Page Fields
Section
Field
Description
User Information
(continued)
Primary identifier
The main identifying string of the user (mandatory); the value cannot be repeated in any other identifier in the institution. Can be used during activities requiring an identifier, such as loans/returns, searching for a user, synchronizing users from an external system, and so forth. For details on identifiers, see https://
developers.exlibrisgroup.com/alma/
integrations/user‐management.
The primary identifier can be generated automatically (see Configuring User ID Generation on page 158).
PIN number
A four‐digit number which serves as a password for the user to log on to the self‐
check machine (SIP2). You can either manually enter a number in the field, or click Generate to generate a PIN number. The PIN number is sent to the active email address specified for the user in the Contact Information tab.
NOTE:
The PIN number generation functionality is available only if the pin_number_method parameter key in the user configuration Customer Parameters mapping table has been enabled (to fourDigit, the only possible value). For details on configuring this parameter key, see Configuring Other Settings on page 149.
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Table 2. Quick User Management Page Fields
Section
Field
Description
User Information
(continued)
Job category
The user’s job category. A user’s job category defines the user’s position in the library. For example, Cataloger, Circulation Desk Operator, and so forth.
Each job category contains a profile with roles that are assigned to the user, so that you do not have to configure roles individually for each user.
Select the job category from the predefined drop‐down list. For details on defining job categories, see Configuring Job Categories on page 125.
Job description
A free text description of the user’s jobs, based on their assigned job category. Gender
Gender of the user
Status date
Indicates the date on which the patron was registered in the university. If the user’s status changes, this field updates with the date of the status change.
This field displays after the user is created, and is not editable.
User group
(not required for Contacts)
The group within the institution to which the user belongs.
Select the user group from the predefined drop‐down list.
Campus
The campus with which the user is associated.
Preferred language
The language in which the patron receives email correspondence. The indicated language must be enabled in Alma (see Configuring Institution Languages on page 267).
Birth date
Birth date of the user
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Table 2. Quick User Management Page Fields
Section
Field
Description
User Information
(continued)
Expiration date
The estimated date when the user is expected to leave the institution. For more information regarding authorization and authentication, see Expiration Date on page 14.
Click the Expiration date box and select the required date from the Calendar dialog box. Purge date
The date on which the user is purged from the system.
Click the Purge date box and select the required date from the Calendar dialog box (for details, see Purging Users on page 51).
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Table 2. Quick User Management Page Fields
Section
Field
Description
User Information
(continued)
Resource sharing library
Select a resource sharing library that is to be responsible for resource sharing requests initiated by this user. The displayed libraries are configured as resource sharing libraries in the General Configuration menu (see Managing Institutions and Libraries on page 172). When more than one resource sharing library has been configured, selecting a value causes another Resource sharing library field to appear. You can assign up to five different resource sharing libraries to handle a patron’s resource sharing requests.
When multiple resource sharing libraries are assigned, they appear in the For library field on the Primo Get it tab, according to the ill_item_creation_lib_code value in the CustomerParameters mapping table (see Configuring Other Settings in the Alma Fulfillment Guide).
When no value appears in this field, the default library specified in the ill_item_creation_lib_code value is used.
When modifying this field, for an existing user, the new value of the field is not overridden during an SIS/User API update.
<Envelope icon>
Click to open the E‐mail Message pop‐up window, where you can configure an email to send to the user with any questions, issues, or notifications.
NOTE:
This icon displays only when selecting Actions > Edit for an existing user; it does not appear when creating a new user.
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Table 2. Quick User Management Page Fields
Section
Field
Description
User Management Information
(not required for Contacts)
Type
Select from:
 Internal – An internal user is one who exists only in Alma. Their user details (such as user name, password, contact information, and so forth) are created and managed entirely within the Alma system. Authentication, updates, and user‐related queries are performed using the Alma internal database.
 Internal with external authentication – Similar to the Internal type, except that the user name and password are authenticated externally, such as with the LDAP protocol. All other user details are managed internally.
Email Addresses
Password
A unique identifying string used for logging into Alma and/or Primo (see https:/
/developers.exlibrisgroup.com/alma/
integrations/user‐management). As long as this password is not changed in the Primo account, it remains valid for both Alma and Primo.
Verify password
Re‐enter the value of the Password field
Force password change on next login
Select the check box to indicate that the specified user must change their password on the next time they log into Alma (relevant for Alma only).
Email types
Select an email type:
 Personal  School
 Work
Email address
An email address for the user
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Table 2. Quick User Management Page Fields
Section
Field
Description
Addresses
Address types
Select a mailing address type:
 Alternative
 Home
 School
 Work
Enter the address details in the ensuing fields in this section:
 Street address
 City
 State/Province
 Postal code
 Country
Phone numbers
Phone types
Select a phone number type:
 Home
 Mobile
 Office
 Office fax
Phone number
3
4
A phone number for the user
Select one of the following options:

Click Save. The new user is saved and displayed on the Find and Manager Users page.

Click Save and Continue. The User Details page is displayed, where you can configure additional user details in the displayed tabs. Continue with Step 4.
Add user details as described in each of the following sections:

Adding User Contact Information on page 24

Adding User Identifiers on page 26

Adding Notes to Users on page 27

Blocking Users on page 30

Assigning Fines/Fees to Users on page 31

Working With User Statistics on page 37

User Attachments on page 38
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
Adding Proxy Users on page 40

Adding User Photographs on page 42

Adding Roles to Users on page 57 (in the User Roles area)
NOTES:
5

The Identifiers and Blocks tabs are not available for Contact record types.

The Fines/Fees tab is available only if the user has been assigned the Patron role (see Managing User Roles on page 57).

Demerits information for a user is displayed for Alma users with the privilege VIEW_DEMERITS_TAB_PRIVILEGE. This privilege is available in a disabled status for the following roles: Circulation Desk Operator, Circulation Desk Operator ‐ Limited, Circulation Desk Manager, Fulfillment Services Operator, Fulfillment Services Manager, Fulfillment Administrator. To enable this privilege for one of these roles, contact Ex Libris Support.
Click Save. The updated new user details are saved and the Find and Manage Users page is displayed.
NOTE:
If a user is created that has an identical first name, last name, and birth date as an existing user, a warning message is displayed.
Adding User Contact Information
You can add the following contact information for a user.

Addresses – Addresses that may be used for receiving requested materials when selecting the Alternative Address option in the Delivery Location field of the Resource Sharing Borrowing Requests page (see Manually Adding a Request in the Alma Fulfillment Guide.

Phone Numbers – For Contact record types, at least one phone number must be added. Phone numbers marked as Preferred SMS when editing the phone number receive SMS notifications.

Email Addresses – For Staff and Public record types, at least one email address must be added. Email addresses are used for receiving Alma notification letters (see Configuring Alma Letters in the Alma Administration Guide).
When adding user contact information, you can indicate that a specific phone number, address, or email address is Preferred, meaning that it is to be used as the system default. However, in some patron notification scenarios, you can 24
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select a phone number, address, or email address that is not the Preferred setting.
The Actions button on each line of contact information enables you to edit, delete, or duplicate the line of information.
To add contact information for a user, click the Contact Information tab on the User Details page and follow the procedure described below.
Figure 4: User Details Page — Contact Information Tab
To add contact information:
1
In the Contact Information tab, click the relevant Add button (Add Address, Add Phone Number, or Add Email Address). The relevant dialog box opens.
2
Enter the contact details, as required.
Note that the Start date and End date are for informational purposes only. The Start date is the date from which the address is relevant and the End date is the date after which the address is no longer relevant. To change these dates, click in the box and select a new date from the Calendar pop‐up window.
NOTE:
When working with an external user, the Add as an external check box displays. Select this option to add the contact information as external data which is overwritten during SIS synchronization. If you do not select this check box, the contact information is added as internal data and is not overwritten during SIS synchronization. For more information, see https://
developers.exlibrisgroup.com/alma/integrations/user‐management/
authentication/sis.
3
Save the details to the Contact Information tab as follows:
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
Click Add to save the details and add additional entries.

Click Add and Close to save the address details and exit the dialog box.
NOTE:
When saving external data, a green check mark displays in the External Data column.
Adding User Identifiers
NOTE:
The Identifiers tab is not available for Contact record types.
In addition to a user’s user name, identifiers can be associated with a user, such as a student ID, barcode, a link to a photograph of the user, and so forth.
The Actions button on each line of identifier information enables you to edit, delete, or duplicate the line of information.
To add identifiers for a user, click the Identifiers tab on the User Details page and follow the procedure described below.
Figure 5: User Details Page — Identifiers Tab
To add identifiers:
1
On the Identifiers tab, click Add Identifier. The Add Identifier dialog box is displayed.
Figure 6: Add Identifier Dialog Box
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2
From the Identifier type drop‐down list (predefined by an Ex Libris administrator), select the required identifier type.
3
In the Value field, enter a value for the identifier. If configured, the identifier value may be validated against a predefined format (defined by an Ex Libris administrator).
4
Enter a note for the identifier in the Note field, as needed.
NOTE:
When working with an external user, the Add as an external check box displays. Select this option to add the identifier as external data which is overwritten during SIS synchronization. If you do not select this check box, the identifier is added as internal data and is not overwritten during SIS synchronization. For more information, see https://
developers.exlibrisgroup.com/alma/integrations/user‐management//
authentication/sis.
5
Save the identifier to the Identifiers tab by choosing one of the following options:

Click Add to save the identifier details and add additional identifiers.

Click Add and Close to save the identifier details and exit the Add Identifier dialog box.
NOTES:

The uniqueness of the identifiers in dependent on the way in which the institution has defined this uniqueness.

When saving external data, a green check mark displays on the in the External Data column.
Adding Notes to Users
You can attach internal or external notes to the user details in the Notes tab. The notes entered for the various note types (for example, Address, Circulation, Library, Registrar) are displayed in the User Notes tab on the Patron Services page (see Figure 27 in Managing Patron Services in the Alma Fulfillment Guide), and in Primo, on the Blocks & Messages page in the My Account tab.
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Figure 7: User Note in Primo
NOTE:
The arbitrary order in which the notes are displayed in the User Notes tab on the Patron Services page cannot be controlled.
The Actions button on each line of notes enables you to edit, delete, or duplicate the note.
To add notes for a user, click the Notes tab on the User Details page and follow the procedure described below.
Figure 8: User Details Page — Notes Tab
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To add notes:
1
In the Notes tab, click Add Note. The Add Note dialog box is displayed.
Figure 9: Add Note Dialog Box
2
Enter the text for the note in the Note field.
3
From the Type drop‐down list (predefined by an Ex Libris administrator), select a note type. Note that the types of notes are for informational purposes only and do not serve a functional purpose in Alma.
4
Select User viewable to enable the indicated user to view the note.
NOTE:
When working with an external user, the Add as an external check box displays. Select this option to add the note as external data which is overwritten during SIS synchronization. If you do not select this check box, the note is added as internal data and is not overwritten during SIS synchronization. For more information, see https://
developers.exlibrisgroup.com/alma/integrations/user‐management//
authentication/sis.
5
Save the note to the Notes tab as follows:

Click Add to save the note details and add additional notes.

Click Add and Close to save note details and close the Add Note dialog box.
When a note has been added via the Notes tab, a check mark is displayed in the Notes column on the Find and Manage Users page for the relevant user.
NOTE:
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Blocking Users
NOTE:
The Blocks tab is not available for Contact record types.
Blocks are restrictions to a user’s privileges, indicating that an issue such as fines, outstanding loans, or repeated late book returns are associated with the user. When assigned a block, the user is prevented from performing actions on items in the library, such as borrowing, renewing, and so forth. The blocks that can be assigned to a user are configured on the User Block Definitions Mapping Table page (see Configuring User Block Descriptions and Definitions in the Alma Fulfillment Guide).
The Actions button on each line of blocks enables you to edit, delete, or duplicate the block.
To add blocks for a user, click the Blocks tab on the User Details page and follow the procedure described below.
Figure 10: User Details Page - Blocks Tab
To add blocks:
1
In the Blocks tab, click Add Block. The Add Block dialog box is displayed.
Figure 11: Add Block Dialog Box
2
From the Block description drop‐down list (predefined by an Ex Libris administrator), select a block.
3
Enter a note for the block in the Note field, as needed.
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NOTE:
When working with an external user, the Add as an external check box displays. Select this option to add the block as external data which is overwritten during SIS synchronization. If you do not select this check box, the block is added as internal data and is not overwritten during SIS synchronization. For more information, see https://
developers.exlibrisgroup.com/alma/integrations/user‐management//
authentication/sis.
4
Save the block to the Blocks tab, as follows:

Click Add to save the block details and add additional blocks.

Click Add and Close to save block details and close the Add Block dialog box.
When a block has been added via the Blocks tab, a check mark is displayed in the Blocks column on the Find and Manage Users page for the relevant user.
NOTE:
When saving external data, a green check mark displays in the External Data column.
Assigning Fines/Fees to Users
NOTE:
The Fines/Fees tab is available only for users with the Patron role.
The Fines/Fees tab enables you to levy fines and/or fees on users.
Figure 2:
Figure 12: User Details Page - Fines/Fees Tab
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The Fines and Fees Summary area shows details of the fines and fees levied against the user, including the active, disputed, and transferred balance information.
The Fines and Fees Details area lists transaction details of the fines and fees levied against the user. You can filter the Fines and Fees Details list using the filter drop‐down lists, or you can use the Find box at the top of the list to locate and list a specific fine or fee or a group of fines or fees.
The filter drop‐down lists have the following options:


Fine/Fee Type

All

Select from the list of predefined fines/fees Status

Active

All

Closed

In Dispute
Alma enables you to update the institutional bursar, on a regular basis, with the user fines and fees managed by the system. To enable communication with the bursar, you must configure a Bursar external system profile in Alma. For details, see Bursar Systems in the Alma Integrations with External Systems Guide.
The Actions button on each line of blocks enables you to waive or dispute a fine or fee (see Waiving and Disputing User Fines or Fees on page 34). To enable waiving a fine or fee (including a credit), you must ensure that the specific fine/
fee is configured as waivable on the FineFeeTypeDefinition Mapping Table page (see Configuring Fines/Fees Behavior on page 143).
A user can pay fines or fees at any circulation desk that has been set up to receive payments. For more information regarding processing the payment of fines and fees, see To receive payments: in the Alma Fulfillment Guide.
When paying or waiving a fine or fee, the transaction creator is the circulation desk (indicated in the Currently at: field at the top of the page). If no circulation desk indicated in this field, the transaction creator is indicated as Not at desk.
You can link a fine/fee to a specific item, either when creating the fine/fee or after the fine/fee already exists (see To link an existing fine/fee to an item: on page 34).
VIDEO:
For more information assigning a fine/fee to a specific item, see the Link Fee to Inventory video (2:56 mins).
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To add fines and fees:
1
In the Fines/Fees tab, click Add Fine or Fee. The Add Fine or Fee dialog box is displayed.
Figure 3:
Figure 13: Add Fine or Fee Dialog Box
2
From the predefined Fee type drop‐down list, select the fine/fee type.
3
In the Fee amount field, enter the amount of the fine or fee.
4
In the Item barcode field, browse for the item to which you want to attach the fee, as needed. When adding a barcode, the fine/fee is associated with the item specified by the barcode. The item and barcode display on the Fines/Fees tab of the User Details page.
5
In the Comment field, enter a comment for the fine or fee, as needed.
NOTE:
If you select the Credit fee type, the Comment field is mandatory; you must enter a reason for the credit in the Comment field.
6
Save the fine or fee to the Fines/Fees tab as follows:

Click Add to save the fine or fee details and add additional fines or fees.

Click Add and Close to save fine or fee details and close the Add Fine or Fee dialog box.
NOTE:
The Active balance is updated with the amount of fines or fees added.
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To link an existing fine/fee to an item:
1
In the Fines and Fees tab of the User Details page, select Actions > Edit for a Fine/Fee. The Link to Item page opens.
Figure 4:
Figure 14: Link to Item Page
2
In the Item barcode field, browse for the item to which you want to attach the fee.
3
Click the Link to Item button (not shown in the image above). The Title and Item Barcode column values on the Fines and Fees Details page update accordingly.
Figure 5:
Figure 15: Fines and Fees Details – Updated Item
Waiving and Disputing User Fines or Fees
Existing fines or fees may be waived or disputed. To enable waiving a fine or fee (including a credit), you must ensure that the specific fine/fee is configured as waivable on the FineFeeTypeDefinition Mapping Table page (see Configuring Fines/Fees Behavior on page 143).
A disputed fine or fee can be waived or restored. Note that a waived fine or fee cannot be restored.
To waive fines in bulk, see Waiving Fines in Bulk on page 53.
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Figure 6:
Figure 16: User Details Page - Fines/Fees Tab
A disputed fee:

is not included in the user’s Active Balance

is not displayed on the list of fines in Primo

is not factored when invoking a block based on the amount due.
For example:

A patron cannot borrow items when the amount they owe is $100 or greater

The patron owes $100, but has disputed $20 of that amount

Alma views the patron as owing $80, and the block is not invoked
For details on configuring user blocks, see Blocking Users on page 30.
To waive a fine or fee:
1
In the Fines/Fees tab, do one of the following: 
Select the check boxes in the Fines and Fees Details area of the fine/fee you want to waive and select Waive > Execute beneath the table. 
Select Actions > Waive for the fine/fee that you want to waive. The Waiving Fine/Fee page opens.
Figure 17: Waiving Fine/Fee Page
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2
Enter the amount of the fee you want to waive in the Fee amount field.
3
From the Waiving reason drop‐down list (predefined by a system administrator—see Configuring Reasons for Waiving Fines/Fees on page 145), select a reason for waiving the fee.
4
Enter any text/comment for waiving the fine or fee in the Comment field.
5
Click Waive. The Waive Confirmation dialog box is displayed.
6
Click Confirm. The amount that is waived is deducted from the amount of the fine or fee (in the Original Amount column), and the balance owed for the fine or fee in the Remaining Balance column is reduced. The balances shown in the Fines and Fees Summary area for Active balance and Disputed balance are updated accordingly.
To view the transactions for any fine or fee, click the amount link in the Remaining Balance column. The Fine/Fee Transaction List page opens.
NOTE:
If a lost item is waived, there is no reduction in the Remaining Balance value. Rather, the waived amount is displayed as a credit.
7
Click Back to return to the Fines/Fees tab of the User Details page.
To dispute fines or fees:
1
Select Actions > Dispute for the fine or fee that you want to dispute. The Dispute Fine/Fee page is displayed.
Figure 18: Dispute Fine/Fee Page
2
Enter any text/comment for disputing the fine/fee in the Comment field.
3
Click Dispute. The Dispute Confirmation dialog box is displayed.
4
Click Confirm. The balances shown in the Fees and Fines Summary area for Active balance and Disputed balance are updated accordingly.
To restore fines or fees:
1
Select Actions > Restore for the fine or fee that you want to restore. The Restore a Fine or Fee page is displayed.
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Figure 19: Restore a Fine or Fee Page
NOTE:
Only fines or fees that are in dispute can be restored.
2
Enter any text/comment for restoring the fine or fee in the Comment field.
3
Click Restore. The Restore Confirmation dialog box is displayed.
4
Click Confirm. The original amount of the fine or fee (in the Original Amount column) is restored, and the balance owed for the fine or fee in the Remaining Balance column is adjusted accordingly. The balances shown in the Fees and Fines Summary area for Active balance and Disputed balance are also updated.
Working With User Statistics
You can attach additional statistical information to a user record. The statistical information can then be used in Analytics reports. You configure statistical categories in the User Management configuration area (see Configuring Statistical Categories on page 135).
To add a statistical category:
1
On the Find and Manage Users page (Administration > User Management > Find and Manage Users), select Actions > Edit for a user and click the Statistics tab. The Statistics tab page on the User Details page opens.
Figure 20: User Details Page – Statistics Tab
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2
Click Add Statistic. The Add Statistic dialog box opens.
Figure 21: Add Statistic Dialog Box
NOTE:
When working with an external user, the Add as an external check box displays. Select this option to add the statistical category as external data which is overwritten during SIS synchronization. If you do not select this check box, the statistical category is added as internal data and is not overwritten during SIS synchronization. For more information, see https://
developers.exlibrisgroup.com/alma/integrations/user‐management//
authentication/sis.
3
In the Category Type field, select a category type. Category types are predefined by a system administrator in the StatisticalCategoriesTypes Mapping Table page (see Creating Statistical Category Types on page 138). 4
Select a category from the Statistical category field, and add a note in the Note field if needed. Statistical categories are predefined by a system administrator in the Statistical Categories context of User Management Configuration (see Configuring Statistical Categories on page 135).
5
Choose from the following options:
a
Click Add to add the category to the Statistics tab and keep the dialog box open to enable adding another category.
b
Click Add and Close to add the category to the Statistics tab and close the dialog box.
NOTE:
When saving external data, a green check mark displays on the in the External Data column.
User Attachments
Attachments are displayed in a table on the Attachments tab. You can add attachments for a user in the Add Attachment section, located beneath the table.
The Actions button on each line of attachments enables you to edit, delete, download, or resend the attachment.
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To add an attachment for a user or resend an attachment to a user, click the Attachments tab on the User Details page and follow the procedure described below.
Figure 22: User Details – Attachments Tab
To add an attachment:
1
Click (Browse) in the File name field and select a file, or enter the URL of the attachment in the URL field.
2
Add a note in the Notes field, as needed.
3
Click Add Attachment. The attachment is displayed in the list of attachments on the Attachments page.
NOTE:
These attachments are not sent to the user; they are simply appended to the user’s record for reference.
To resend a patron notification attachment:
If a patron states that they did not receive a notification email that was sent by Alma, you may resend an attachment to the patronʹs preferred email address.
The code table for customizing the resent letter is accessible from Administration > General Configuration> Configuration Menu > Letter Emails > Resend Notification Letter. The XSL is accessible from Administration > General Configuration > Configuration Menu > Customize Letters > ResendNotificationLetter.xsl
For more information, see Configuring Alma Letters on page 219.
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1
For any attachments that were sent, clicking Actions will show an option to resend the notification
2
Select Resend Notification. Alma attempts to resend the email to the patron’s preferred email address. The status appears in the upper left‐hand portion of the page.
Adding Proxy Users
You can define a proxy user that can perform loans and returns on behalf of a patron. Proxy users are configured on the User Details page, via the Proxy For tab. Requests must be handled by the patron and cannot be handled by proxy users.
Any user can be a proxy user, but the user for whom you are performing actions must be a Patron.
To add a proxy user:
1
On the Find and Manage Users page (Administration > User Management > Find and Manage Users), select Actions > Edit for the user that is to be a proxy user.
2
Click the Proxy For tab. The following page is displayed: Figure 23: User Details – Proxy For Tab
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3
In the Proxy for field, enter or select the patron for whom you want the current user to be a proxy.
4
Click Add User.
5
Click Save. The user for whom the current user is a proxy displays in the table in the Proxy section.
Figure 24: User Details – Proxy For Tab With Results
To loan or return an item on behalf of another user:
1
From the Patron Identification page (Fulfillment > Checkout/
Checkin > Manage Patron Services), enter or select the ID of the user acting as a proxy and select Use proxy.
2
Click Go. The Proxy for field displays, with a drop‐down list of patrons for whom the current user is a proxy user.
Figure 25: Patron Identification Page with Proxy Patrons
3
Select the relevant patron from the Proxy for field, and click Go. The Patron Services page displays, with the Loans and Returns information for the patron on whose behalf services are being managed.
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Figure 26: Loans Tab for Patron
This user receives email notifications regarding actions taken on his/her behalf.
Adding User Photographs
You can add a photograph of a user to the User Details page. The photograph must be located on a Web‐accessible directory of a designated server defined in the Mapping Table (see Configuring Other Settings on page 149). You use an identifier to link the user’s details to the photograph (see Adding User Identifiers on page 26).
The URL leading to the directory on the server where photographs are stored must be entered in the photo_server_url parameter of the Mapping Table where the designated server is defined. You must have the appropriate role to configure mapping tables.
You must configure the photo_suffix parameter with the file extension for user photos to ensure that the photo displays properly (see Configuring Other Settings on page 149).
To add a photograph to a user:
1
Copy all the photographs of the users to the directory on the web server where they are to be stored.
NOTE:
The procedure described in the next step is usually performed by a user with permissions to configure the Mapping Table. You do not have to perform this step for each user for which you are adding a photograph. Once the photo_server_url and photo_identifier_type parameter keys are configured, you can skip this step and continue with Step 3, since the same parameter keys apply to all users. If you change the location of the directory on the web server where the photographs are stored, you must change the photo_server_url parameter key (see Editing User Photographs on page 45).
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2
Configure the Mapping Table with the URL leading to the directory on the Web server where the photographs are stored (see Configuring Other Settings on page 149). The following is an example of the Mapping Table page after adding the URL details.
Figure 27: Mapping Table Page
NOTES:
3

The photo_server_url parameter key (indicated in red) has its parameter value set to the directory in which the photographs are stored.

The photo_identifier_type parameter key (indicated in blue), has its parameter value set to Barcode. This parameter is added as an ID type to the Identifiers tab on the User Details page, and its value is the name of the user’s photograph that is stored in the directory defined in the photo_server_url parameter key.
Click the Identifiers tab on the User Details page. The Identifiers tab is displayed.
Figure 28: User Details Page - Identifiers Tab
4
Click Add Identifier. The Add Identifier dialog box is displayed.
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Figure 29: Add Identifier Dialog Box
5
From the Identifier type drop‐down list (predefined by an Ex Libris administrator), select Barcode.
NOTE:
In this example, you select Barcode as the Identifier Type since this is the name given to the parameter key defined in Step 2 of this procedure. If you use a different parameter value when defining the photo_identifier_type parameter key, select the value here.
6
In the Value field, enter the name of the user’s photograph file.
7
Enter a note for the identifier in the Note field, as needed.
8
Save the identifier to the Identifiers tab as follows:

Click Add to save the identifier details and add additional identifiers.

Click Add and Close to save the identifier details and exit the Identifiers tab.
The user’s photograph displays on the User Details page.
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Figure 30: User Details Page with Photograph
Editing User Photographs
You edit user photographs in either of the following situations:

The Web server, or the location of the folder on the Web server where the photographs of the users are stored, has changed.
When this occurs, change the photo_server_url parameter key in the Mapping Table (see Configuring Other Settings on page 149).

The user wants to change his/her photograph. You can do either of the following:

Assign the new photograph the same name as the existing photograph and copy it to the same directory on the Web server in which all the photographs are stored. This action replaces the old photograph. Since the name of the photograph is the same, no further action is needed, and the new photograph is updated on the User Details page.

Copy the new photograph to the same directory on the Web server in which all the photographs are stored and edit the value with the new photograph name of the Barcode parameter on the user’s Identifiers tab (see Adding User Identifiers on page 26).
For details on the fields that can be edited, see Adding User Photographs on page 42.
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Editing Users
The User Details page enables you to view and edit user information as follows:

For internal users, you can edit all user record fields.

For internal users with external authentication, you can edit all user record fields except Password.

External users are maintained in an external system, such as SIS (Student Information System). By default, external users have the following limitations:

You can edit only certain fields in the General Information tab of the User Details page.

You can add contact information in the Contact Information tab, but cannot edit information there.
To enable editing other fields of external users, click Open for Update on the User Details page. Click Confirm in the dialog box. Edit the relevant fields and click Save. Note that any changes you make will be lost after the next SIS synchronization job.
A User Manager or User Administrator can change an internal user to an external user (and vice versa): click Toggle Account Type at the top of the page while on the User Details General Information tab.
For an in‐depth explanation of internal and external users in Alma, see https://
developers.exlibrisgroup.com/alma/integrations/user‐management.
To edit user information:
1
On the Find and Manage Users page (Administration > User Management > Find and Manage Users), locate a user that you want to edit. The procedure for filtering the list of users is described in Managing Users on page 11. You can navigate the list of users using the page and arrow buttons, and you can search for users using the filter options on the page tabs or using the Find box.
NOTE:
The filter values in the Account, Role, and Status remain as you navigate between tabs.
2
Select Actions > Edit in the row of the user, or click the user’s name. The User Details page appears.
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3
Edit the required information in the General Information tab. For information about the fields on this page, see Table 2 .
Select the Disable all login restrictions check box in the User Management Information section to disable IP restrictions apply. For more information, see Security on page 274.
To configure an email to send to the user with any questions, issues, or notifications, click the envelope icon . The E‐mail Message pop‐up appears. Fill in the fields and click Send E‐Mail. Only one email address per institution is permitted.
Figure 7:
Figure 31: E-mail Message Dialog Box
4
To distribute a user from the Network Zone to the network’s member institutions: click Save and Distribute at the top of the User Details page and click Confirm in the confirmation dialog box. The user is distributed to the Network Zone’s member institutions.
5
Edit the required information in the following tabs:

Contact Information – See Adding User Contact Information on page 24.

Identifiers (not available for users with the Contact record type) – See Adding User Identifiers on page 26.

Notes – See Adding Notes to Users on page 27.

Blocks (not available for users with the Contact record type) – See Blocking Users on page 30.

Fines/Fees (not available for users with the Contact record type or users who do not have the Patron role) – For details on waiving, disputing, 47
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and restoring fines and fees displayed on the Fines/Fees tab, see Waiving and Disputing User Fines or Fees on page 34.
6

Attachments – See User Attachments on page 38.

Statistics – See Working With User Statistics on page 37.

Proxy For – See Adding Proxy Users on page 40
If the user has the Patron role, click the Manage Fulfillment Activities link to access the Patron Services page. For details on patron services, see Managing Patron Services in the Alma Fulfillment Guide.
NOTE:
A user with the Circulation Desk Operator role who is logged into a circulation desk can view and edit the Patron Services page. All other users can only view this page.
Click Back to close the Patron Services page and return to the User Details page.
7
Edit (change) the user photograph as required, as described in Editing User Photographs on page 45.
8
Click Save. All changes are saved, and you return to the Find and Manage Users page.
Deleting Users
You can delete users from the system if they do not have the following:

A balance due on their account

Outstanding loans 
Assigned PO lines, POs, or invoices

Locked bibliographic records

Assigned import profiles
To delete a user:
1
On the Find and Manage Users page (Administration > User Management > Find and Manage Users), locate the user whose details you want to delete. You can navigate the list of users, and you can search for users using the filter options on the page tabs or using the Find box.
2
Select Actions > Delete for the user you want to delete.

If the user can be deleted (see above conditions) a confirmation dialog box appears. Click Confirm. The user is deleted from the Find and Manage Users page.
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
If the user cannot be deleted (see above conditions) a message such as the following User Deletion Management appears.
Figure 32: User Deletion Management Dialog Box
Choose one of the following options:
 Cancel – The deletion request is canceled.
 View User (applicable only when fines/fees are attached to the user) – The User Details page appears, enabling you to edit the user details (see Editing Users on page 46), including the fines and fees. If during the edit process the user’s account balance is reduced to zero, you can delete the user by selecting Actions > Delete.
 Waive Fees – The fees are waived (see Waiving and Disputing User Fines or Fees on page 34) and a confirmation dialog box appears, where you can confirm that you want to delete the user.
 Notify User (applicable only when fines/fees are attached to the user) – An email (User Deletion Letter; see Configuring Alma Letters on page 219) is sent notifying the user that there is a balance due on the user’s account. A copy of the email is added to the Attachments tab (see User Attachments on page 38) on the User Details page.
Deactivating Users
You can deactivate users that you no longer want to access Alma. Deactivated users are not removed from the system. You can restore the user’s access to Alma by reactivating the user, as needed.
To deactivate and activate a user:
1
On the Find and Manage Users page (Administration > User Management > Find and Manage Users), locate the user whose details you want to deactivate or activate. You can navigate the list of users via the page and arrow buttons, and you can search for users via the filter options on the page tabs, or using the Find box.
2
Select Actions > Deactivate or Actions > Activate, as needed, for the relevant user. The Confirmation Message dialog box is displayed.
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3
Click Confirm. The user is deactivated or activated, and the relevant word (Inactive or Active) displays in the Status column for the user on the Find and Manage Users page.
Distributing Users
You can distribute a user in a network zone a user to all member institutions in the collaborative network. For more information, see Distributing Users Across a Network Zone in the guide Working with Collaborative Networks.
Unlocking Locked-Out Users
Users that have entered their password incorrectly five consecutive times are locked out of Alma. You can unlock users to re‐enable them to log in to Alma.
To unlock users:
1
On the Find and Manage Users page (Administration > User Management > Find and Manage Users), locate the user you want to unlock by selecting Locked out from the Status filter. The locked‐out users are displayed.
Figure 33: Locked Out Users
2
Unlock the user in one of the following ways:

Select Actions > Unlock for the locked out user.

Select Actions > Edit for the locked out user and click the Unlock button.
Converting Users from External to Internal
You can convert a set of external patrons to be internal users. This is useful, for example, when a group of patrons is graduating from your university and will no longer be managed by the university system but you want to allow them to continue using the library. These patrons can continue to use Alma and retain 50
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their usage history, including any requests, checked‐out books, fines, and so forth.
After making bulk changes on the set of patrons, Alma sets all of their passwords to firstname_lastname and (if the user selects to notify the users) notifies the users of the change in their credentials.
To convert users from external to internal:
Run the Update/Notify Users job. For more information, see Running Manual Jobs on Defined Sets on page 285.
Purging Users
You can purge users whose purge date has passed. To purge users, you create a job in which you define the purge parameters. When you save the job, it is added to the job queue and scheduled to run as soon as possible.
The purge users job validates the following:

The user has fine/fees up to the threshold amount

The user has no loans

The user has no assigned PO lines, POs, or invoices

The user does not have any locked bibliographic records

The user is not assigned to an import file
Users that meet all of the above criteria are purged.
NOTE:
Purged users are still reportable in Analytics.
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To create a purge users job:
1
On the Purge User Records page (Administration > User Management > Purge User Records), click Add Job. The Add Job dialog box opens.
Figure 34: Add Job Dialog Box
2
Enter the required information. The following table explains the fields in this dialog box.
Table 3. Add Job Fields
Field
Description
Number of days after purge date
The number of days to be provided as a “grace period” following the Purge date specified on the User Details page. For example, if the purge users job is run on December 20, 2013 and the Number of days after purge date is defined as 10, the system purges every user whose purge date is before December 10, 2013. If this field is empty, the system purges users whose purge date is before date on which the purge users job is run. For example, if the Purge date for a user is December 10, 2013 and the job is run on December 20, 2013, this user will be purged.
Users with no specified purge date are not purged by this job.
User record type
From the predefined drop‐down list, select the user record type of the users you want purged. For more information on user record types, see Table 1.
User group
From the predefined drop‐down list, select the user group (institution) of the users you want purged.
Waive threshold
The amount of fines and fees (in local currency) that can be ignored when purging users. If a user owes a total amount of fines/fees that is more than the Waive threshold, the user is not purged.
3
Click one of the following:
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
Add (and Confirm in the confirmation dialog box) to add the job to the job queue and add additional jobs.

Add and Close (and Confirm in the confirmation dialog box) to add the job to the job queue and close the Add Job dialog box.
Notifying Users
PERMISSIONS:
To notify users, you must have one of the following roles:

User Manager

User Administrator
To notify users, create a set of users and run the Update/Notify Users job. For more information, see User Sets on page 86 and Running Manual Jobs on Defined Sets on page 285.
Waiving Fines in Bulk
PERMISSIONS:
To waive fines in bulk, you must have one of the following roles:

User Manager

User Administrator
The Bulk Fine Waiving page enables you to waive user fines in bulk based on user group, type of fine, and maximum fine. To waive fines of specific users, see Waiving and Disputing User Fines or Fees on page 34.
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Figure 35: Bulk Fine Waiving Page
To remove fines in bulk:
1
On the Bulk Fine Waiving page (Administration > User Management > Bulk Fine Waiving), specify the following fields.

Maximum fine threshold to waive – The maximum allowable fine to waive.
If the total amount of a user’s fines is greater than the threshold, none of the user’s fines is waived.
For example:  A patron’s Maximum fine threshold to waive = $120
 The patron has fines of $10, $50, and $70
Since the total of the patron’s fines exceeds the Maximum fine threshold to waive value, none of the fines is waived.

Exclude user with overdue loans – Whether to exclude users who have overdue loans.

User Group – The user groups in which to waive jobs.

Waive fine types – The types of fines that you will allow to be waived.

Waiving reason – The reason for waiving the fine. For example, you may want to waive fines accrued by your faculty.
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2
Click Run bulk fine waiving and click Confirm in the confirmation dialog box.
A bulk job is added to the list at the bottom of the page. Click Refresh to monitor the progress of the job.
3
Click View next to the bulk job to display a detailed report.
The Job Report page appears.
Figure 36: Job Report Page
From the Job Events section, you can perform the following actions:

View details on each successful event ‐ Click the Fine waived successfully link to display the successful events on the Events Report page.
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Figure 37: Events Report Page (Successful Events)

View details on failed event ‐ Click the Failed to waive link to display the failed events on the Events Report page.
Figure 38: Events Report Page (Failed Events)

Export the report to an Excel file ‐ Click the Export to Excel button to export the job event details.
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Managing User Roles
PERMISSIONS:
To manage user roles, you must have one of the following roles:

User Manager

User Administrator
User roles define a user’s functions and privileges. Users can have multiple roles. Many roles can be managed at the institution or library level. Roles can be assigned to a user as a group using role profiles (see Configuring Role Profiles on page 93) and job categories (see Configuring Job Categories on page 125).
For convenience, circulation desk operators can be deleted, exported, or imported by running batch jobs (see Running Manual Jobs on Defined Sets on page 285).
See:

Adding Roles to Users on page 57

Editing Roles Assigned to Users on page 60

Removing Roles from Users on page 62

User Roles – Descriptions and Accessible Components on page 62

Managing Circulation Desk Operators on page 81

Roles Managed at the Library Level on page 85
Adding Roles to Users
You add a role to a user by:

Assigning a job category to the user when creating the user

Selecting a role profile that is defined on the Profiles List page

Selecting roles from a preconfigured list
A single step enables you to use role profiles to assign multiple roles to users, according the user’s job type. For example, you may have a role profile for Acquisition Managers, Purchase Managers, and so forth. For more information on role profiles, see Configuring Role Profiles on page 93.
To add roles to a user:
1
On the Find and Manage Users page (Administration > User Management > Find and Manage Users), locate the user. You can use the 57
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page and arrow buttons and/or search for users using the filter options on the page tabs or using the Find box.
2
Add roles to the user using one of the following methods:

Click Add Role. The Add New Roles page appears.
Figure 8:
Figure 39: Add New Roles Page
For a list and description of the roles that can be configured for users, see User Roles – Descriptions and Accessible Components on page 62.
NOTE:
The Add New Roles page provides details about the privileges associated with each role.
Select the check boxes of the roles you want to assign to the user and click Add Role. The new roles are added to the User Roles section of the User Details page, as shown in the following example.
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Figure 9:
Figure 40: User Roles Section on User Details Page

Click Add from Profiles. The Profiles List page appears.
Figure 10:
Figure 41: Profiles List Page
The Profiles List page displays all the defined role profiles (predefined by a system administrator—see Configuring Role Profiles on page 93). Use the Role Filter to filter the list.
Select the required role profile and click Select. The individual roles are added to the User Roles section of the User Details page.
Figure 42: User Roles Area on User Details Page
3
Click Save. The user details are saved and the Find and Manage Users page appears.
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Editing Roles Assigned to Users
When you edit a role assigned to a user, the changes you make apply only to the user whose role you are editing. They do not affect other users with the same role.
To edit a role assigned to a user:
1
On the Find and Manage Users page (Administration > User Management > Find and Manage Users), locate the user. You can navigate the list of users using the page and arrow buttons, and you can search for users using the filter options on the page tabs, or using the Find box.
2
Click the user name link in the Name column, or select Actions > Edit. The User Details page appears.
Figure 43: User Details Page
3
In the User Roles area, scroll to the role you want to edit and either click the role name link in the Role Name column or select Actions > Edit. The User Roles Details page appears.
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Figure 44: User Roles Details Page
4
Edit the required information. Table 4 lists details of the fields on this page.
Table 4. Role Information Fields
Field
Description
Role name
The name of the role (cannot be changed).
Scope
This field is mandatory, even though the field appears without a red asterisk.
 For roles that always apply to the entire institution – Scope is set to the institution and cannot be changed.
 For roles set on the library/campus level – Scope appears as a drop‐down list. Select the required campus/library to which the role applies.
To add multiple libraries/campuses, add the role to the user multiple times, selecting a different library/campus each time.
For some roles, the institution appears as the first option in the list. When selected, the user can perform the role’s functions at any library/campus in the entire institution.
NOTE:
If you reduce a userʹs scope to library‐level from institution‐level, or remove a library‐level scope from a user, the user can no longer manage those entities that are assigned to him/her but are now out of scope.
Status
From the predefined drop‐down list, select whether the status is Active or Inactive.
Expiry date
The date after which the user no longer has the role.
Click the Expiry date box and select the required date from the Calendar dialog box.
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NOTES:

Some roles require additional information in the Role Parameters section, such as a service unit or configuration desk. Configure these parameters, as required.

The metadata types that appear in the Role Parameters section when a Digital Inventory Operator role is assigned are not applicable. Select any option to continue.
5
Click Save Role. The edited role is saved, and the User Details page appears.
6
Click Save. The user details are saved, and the Find and Manage Users page appears.
Removing Roles from Users
You can remove roles assigned to a user.
To remove roles from users:
1
On the Find and Manage Users page (Administration > User Management > Find and Manage Users), locate the user for which you want to remove roles. You can navigate the list of users using the page and arrow buttons, and you can search for users using the filter options on the page tabs, or using the Find box.
2
Remove a role using one of the following methods:
3

Select Actions > Remove for the role you want to remove and click Confirm in the confirmation dialog box. The role is removed from the User Details page.

From the list of roles in the User Roles area, select the check box for the roles you want removed, and click Remove Selected. The selected roles are removed from the User Details page.
Click Save. The user details are saved, and the Find and Manage Users page appears.
User Roles – Descriptions and Accessible Components
The following table describes the roles that can be configured for users and the Alma components that each user role can access. For the list of roles managed at the library level, see Roles Managed at the Library Level on page 85.
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NOTES:

All users can search the repository (Resource Management > Search and Sets > Repository Search) and view analytics subscriptions (Administration > Analytics > Subscribe to Analytics). 
The ability to view user details for loans is available for the following roles: Circulation Desk Operator, Circulation Desk Manager, Circulation Desk Operator ‐ Limited, Requests Operator, Fulfillment Services Operator, Fulfillment Services Manager, Resource Sharing Partners Manager, Fulfillment Administrator, User Administrator, General System Administrator. To disable this privilege for any of the above roles or enable the privilege for other roles, contact Ex Libris Support. Table 5. User Roles
Module
Role
Accessible
Components
Description
User Management
User Administrator
ADMINISTRATION:
Manages all aspects of user management, including configuration aspects such as setting up and running user synchronization actions
 Find and Manage Users
 Purge User Records
 Loan Desk/Department Operators
 User Management Configuration – Configuration Menu
User Manager
RESOURCE MANAGEMENT:
 Manage Exports
Manages user information, such as roles, blocks, and contact information
ADMINISTRATION:
 Find and Manage Users
Acquisitions
Acquisitions Administrator
ACQUISITIONS:
 Exchange Rates Report
 Configuration Menu
RESOURCE MANAGEMENT:
Manages acquisitions configurations, such as PO review rules, reporting codes, and running acquisitions related jobs
 Manage Exports
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Table 5. User Roles
Module
Role
Accessible
Components
Description
Acquisitions
(continued)
Fiscal Period Manager
RESOURCE MANAGEMENT:
Manages copy ledger, rollover jobs, and editing of fiscal period tables when assigned in conjunction with the Acquisitions Administrator role
 Manage Exports
Fund Manager
ACQUISITIONS:
 Funds and Ledgers
 Transfer Funds
Manages all fund‐related actions, including allocations and transactions, creating, updating, and closing funds
 Move Funds in Hierarchy
RESOURCE MANAGEMENT:
 Manage Exports
Invoice Manager
 Create Invoice
Manages invoice creation, review and approval activities, and assigning invoices to other operators
 Receiving and Invoicing – Review
You can select a scope for this role.
ACQUISITIONS:
 Search for Invoice
 Receiving and Invoicing – Approve
 Waiting for Payment
 Vendors
RESOURCE MANAGEMENT:
 Manage Exports
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Table 5. User Roles
Module
Role
Accessible
Components
Description
Acquisitions
(continued)
Invoice Operator
ACQUISITIONS:
Creates, edits, and reviews invoices, and assigns invoices to other operators
 Search for Invoice
 Create Invoice
 Receiving and Invoicing – Review
You can select a scope for this role.
 Waiting for Payment
 Vendors
RESOURCE MANAGEMENT:
 Manage Exports
Invoice Operator Extended
Ledger Manager
ACQUISITIONS:
 Receiving and Invoicing – Delete Invoice
ACQUISITIONS:
 Funds and Ledgers
 Transfer Funds
 Move Funds in Hierarchy
Has Invoice Operator privileges and can also delete invoices
You can select a scope for this role.
Enables creating and editing ledgers, adding funds and allocations, performing transactions, and updating ledgers and funds
RESOURCE MANAGEMENT:
 Manage Exports
License Manager
ACQUISITIONS:
 Licenses
Manages activities related to licenses and license amendments
RESOURCE MANAGEMENT:
 Manage Exports
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Table 5. User Roles
Module
Role
Accessible
Components
Description
Acquisitions
(continued)
Purchasing Manager
ACQUISITIONS:
Manages authoritative purchasing operations, such as reviewing and approving POs, activating electronic resources, assigning PO lines to purchasing operators, and linking licenses to PO lines. Can also view vendor data, ledgers and funds, and invoices
 All Purchase Order Lines, Purchase Order, and Import Processing options, except Delete PO
 Vendors
 Funds and Ledgers
 Licenses
 Exchange Rates Report
 Patron Driven Acquisition (PDA)
RESOURCE MANAGEMENT:
 Manage Exports
 Community Zone Updates Task List
 Start New Import
 Monitor and View Imports
 Resolve Import Issues
ADMINISTRATION:
 Monitor Jobs
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Table 5. User Roles
Module
Role
Accessible
Components
Description
Acquisitions
(continued)
Purchasing Operator
ACQUISITIONS:
Manages all purchasing operations, including creating, reviewing, and updating PO lines, managing electronic resources, and linking licenses to PO lines. Can also view vendor data, ledgers and funds, and invoices.
 All Purchase Order Lines and Import Processing options, except Delete PO
 Package
 Purchase Order – Review
 Vendors
 Funds and Ledgers
 Licenses
 Exchange Rates Report
 Patron Driven Acquisition (PDA)
RESOURCE MANAGEMENT:
 Manage Exports
 Community Zone Updates Task List
 Start New Import
 Monitor and View Imports
 Resolve Import Issues
ADMINISTRATION:
 Monitor Jobs
Purchasing Operator Extended
ACQUISITIONS:
 Delete PO
Can delete PO lines. Must be combined with the Purchasing Operator role to enable accessing the Purchasing Operator’s components.
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Table 5. User Roles
Module
Role
Accessible
Components
Description
Acquisitions
(continued) Receiving Operator
ACQUISITIONS:
Manages the arrival of both physical and electronic purchased items, and can delete orders.  Receiving and Invoicing – Receive
 Receiving Department Items You must assign a service unit when configuring this role.
 Scan in Items
RESOURCE MANAGEMENT:
 Manage Exports
Receiving Operator Limited
ACQUISITIONS:
 Receiving and Invoicing – Receive
 Receiving Department Items Has Receiving Operator privileges, but cannot delete orders. You must assign a service unit when configuring this role.
 Scan in Items
RESOURCE MANAGEMENT:
 Manage Exports
Selector
ACQUISITIONS:
 Search for PO Line
Manages selecting new resources for acquisition
 Manage Trials
 Search for Invoice
 Receiving and Invoicing – Review
 Vendors  Funds and Ledgers
 Licenses
RESOURCE MANAGEMENT:
 Manage Exports
Trial Manager
ACQUISITIONS:
 Search for PO Line
 Manage Trials
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Manages electronic resource trials and evaluations as part of preprocessing for acquisitions, and manages the Trial Operator
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Table 5. User Roles
Module
Role
Accessible
Components
Description
Acquisitions
(continued)
Trial Operator
ACQUISITIONS:
Manages electronic resource trials and evaluations as part of preprocessing for acquisitions
 Search for PO Line
 Manage Trials
Trial Participant
NONE
An individual invited to participate in an electronic resource trial
Vendor Manager
ACQUISITIONS:
Manages all aspects of the institution’s vendor records
 Vendors
RESOURCE MANAGEMENT:
 Manage Exports
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Table 5. User Roles
Module
Role
Accessible
Components
Description
Fulfillment
Circulation Desk Manager
RESOURCE MANAGEMENT:
Manages circulation desk actions, such as loans, returns, and renewals, with block override options; can add, edit, and delete notes, change due and return dates, add and remove blocks, mark items as lost, and change items.
 Manage Exports
FULFILLMENT:
 Courses
 Reading Lists
You must assign a circulation desk when configuring this role.
To configure this role for multiple circulation desks in the same scope, assign the desks as multiple parameters in the same role.
Circulation Desk Operator
FULFILLMENT:
 Courses
 Reading Lists
Manages circulation desk actions, such as loans, returns, and renewals; can add, edit, and delete notes, change due and return dates, mark items as lost, handle fines and fees, and perform offline circulation.
You must assign a circulation desk when configuring this role.
To configure this role for multiple circulation desks in the same scope, assign the desks as multiple parameters in the same role.
Circulation Desk Operator – Limited
FULFILLMENT:
 Courses
 Reading Lists
Has Circulation Desk Operator privileges, but cannot perform deletion activities.
You must assign a circulation desk when configuring this role.
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Table 5. User Roles
Module
Role
Accessible
Components
Description
Fulfillment
(continued)
Course Reserves Manager
RESOURCE MANAGEMENT:
Manages reserve and reading list assignments
 Manage Exports
FULFILLMENT:
 Courses
 Reading Lists
Course Reserves Operator
RESOURCE MANAGEMENT:
 Manage Exports
Works with course reserves to create reading lists and move requests
FULFILLMENT:
 Courses
 Reading Lists
Fulfillment Administrator
RESOURCE MANAGEMENT:
 Manage Exports
FULFILLMENT:
Manages fulfillment‐related configurations, such as policies, terms of use, fulfillment units, and circulation desks
 Create Fulfillment Sets
 Bulk Change Due Dates
 View Restore Request Jobs
 View Overdue and Lost Loan Jobs
 Transfer Requests
 Configuration Menu
ADMINISTRATION:
 Load Desk/
Department Operators
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Table 5. User Roles
Module
Role
Accessible
Components
Description
Fulfillment
(continued)
Fulfillment Services Manager
RESOURCE MANAGEMENT:
Manages the library’s authoritative fulfillment service actions, such as course reading list assignments, assigns digitization requests, and assigns and handles resource sharing requests
 Manage Exports
FULFILLMENT:
 Approve Digitization Requests
 Monitor Requests & Item Processes
 Reading Lists
 Items Requiring Action
Fulfillment Services Operator
RESOURCE MANAGEMENT:
 Manage Exports
FULFILLMENT:
 Monitor Requests & Item Processes
Manages the libraryʹs fulfillment services related to course reserves and reading lists, as well as move requests. You must assign a service unit when configuring this role.
 Courses
 Reading Lists
 Items Requiring Action
Instructor
Does not operate with Alma directly.
Creates and manages reading lists using Leganto.
Patron
USER MANAGEMENT:
Receives services from the specified library (if the institution is specified, the patron receives services from all libraries in the institution). Services include receiving loans, placing requests for physical items, and digitization of items.
 User Details ‐ Fines/
Fees tab
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Table 5. User Roles
Module
Role
Accessible
Components
Description
Fulfillment
(continued)
Requests Operator
RESOURCE MANAGEMENT:
Manages the request fulfillment steps, including creating requests, picking up items from shelves, and placing items in transit and on hold shelves.  Manage Sets
 Manage Exports
FULFILLMENT:
 Monitor Requests & Item Processes
You must assign a circulation desk when configuring this role.
 Create Fulfillment Sets
 Items Requiring Action
ADMINISTRATION:
 Run a Job
 Monitor Jobs
Resource Sharing Partners Manager
FULFILLMENT:
Work Order Operator
ACQUISITIONS:
 Partners
 Rota Templates
 Receiving Department Items
 Scan In Items
Manages resource sharing partners, to define the types of communication available between Alma and the resource sharing system. Also manages rota templates, to enable attaching a group of partners to a resource sharing request.
Manages internal library requests, such as digitization activities. You must assign a service unit when configuring this role.
 Licenses
RESOURCE MANAGEMENT:
 Manage Exports
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Table 5. User Roles
Module
Role
Accessible
Components
Description
Inventory
Collection Inventory Operator
RESOURCE MANAGEMENT:
Can create and edit any sub‐
collection and move sub‐
collections between parent collections
 Manage Top Level Collections
Collection Inventory Operator Extended
RESOURCE MANAGEMENT:
Digital Inventory Operator
RESOURCE MANAGEMENT:
 Manage Top Level Collections
 Manage Sets
 Manage Exports
 Add Digital Representation
Can create and edit top level collections, delete top level and sub‐collections, and elevate a sub‐collection to a top‐level collection
Manages the institution’s digital inventory, including adding digital representations to the repository, running and monitoring processes, and creating and managing sets
ADMINISTRATION:
 Run a Job
 Monitor Jobs
Digital Inventory Operator Extended
RESOURCE MANAGEMENT:
Electronic Inventory Operator
RESOURCE MANAGEMENT:
 Delete Digital Inventory
 Manage Sets
 Add Local Electronic Collection
 Add Local Portfolio
Can delete digital inventory. Must be combined with the Digital Inventory Operator role to enable accessing the Digital Inventory Operator’s components.
Manages the institution’s electronic inventory, including adding local electronic collections, and local portfolios, managing electronic resource activation, and creating and managing sets
 Manage Electronic Resource Activation
Electronic Inventory Operator Extended
RESOURCE MANAGEMENT:
 Delete Electronic Inventory
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Can delete electronic inventory. Must be combined with the Electronic Inventory Operator role to enable accessing the Electronic Inventory Operator’s components.
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Table 5. User Roles
Module
Role
Accessible
Components
Description
Inventory
(continued)
Physical Inventory Operator
RESOURCE MANAGEMENT:
Enables adding inventory records to the repository for the library and/or institution’s print materials, and creating and managing sets
 Manage Exports
 Add Physical Item
Physical Inventory Operator Extended
RESOURCE MANAGEMENT:
Repository Administrator
RESOURCE MANAGEMENT:
 Delete Physical Inventory
 Manage Exports
Can delete physical inventory. Must be combined with the Physical Inventory Operator role to enable accessing the Physical Inventory Operator’s components.
Manages institution and library configurations related to inventory
 Configuration Menu
Repository Manager
RESOURCE MANAGEMENT:
 Manage Sets
 Manage Exports
 Community Zone Updates Task List
 Manage Electronic Resource Activation
ADMINISTRATION:
Manages authoritative inventory‐related actions, including adding, editing and deleting notes, creating and removing blocks, managing inventory operators, assigning e‐resource activation to operators, managing inventory, managing repository jobs, and adding, editing, deleting, and linking inventory in the MD Editor
 Run a Job
 Monitor Jobs
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Table 5. User Roles
Module
Role
Accessible
Components
Description
Catalog
Catalog Administrator
RESOURCE MANAGEMENT:
Manages administrative aspects of catalog management, including cataloging configuration; can perform cataloging activities for bibliographic and holdings records, including adding and monitoring import/export processes and creating and managing sets
 Manage Sets
 Manage Exports
 All Cataloging Options
 Manage Electronic Resource Activation
 Start New Import
 Monitor and View Imports
 Resolve Import Issues
 Configuration Menu
ADMINISTRATION:
 Run a Job
 Monitor Jobs
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Table 5. User Roles
Module
Role
Accessible
Components
Description
Catalog
(continued)
Catalog Manager
RESOURCE MANAGEMENT:
Manages the institutionʹs catalog records, including cataloging activities for bibliographic and holdings records, adding and monitoring import/export processes, and creating and managing sets
 Manage Sets
 Manage Exports
 All Cataloging options
 Manage Electronic Resource Activation
 Start New Import
 Monitor and View Imports
 Resolve Import Issues
ADMINISTRATION:
 Run a Job
 Monitor Jobs
Cataloger
RESOURCE MANAGEMENT:
 Manage Sets
Performs cataloging activities for bibliographic and holdings records only, and creates and manages sets
 All Cataloging options
Cataloger Extended
RESOURCE MANAGEMENT:
 Delete Records
 Manage Authorities
Manages bibliographic records, holdings, and authority records. Can perform deletion on Cataloger activities. Must be combined with the Cataloger role to enable accessing the Cataloger’s components.
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Table 5. User Roles
Module
Role
Accessible
Components
Miscellaneous
API Analytics Read
Enables an external application to call the retrieve Analytics Object as XML Web service. For details on this Web service, see https://
developers.exlibrisgroup.com/
alma/apis/soap/analytics.
API Fulfillment Read
Enables reading Alma fulfillment tables when using the Alma Software Development Kit (SDK). For details on APIs, see:
https://
developers.exlibrisgroup.com/
alma/apis
API Fulfillment Write
Enables an external application to call all the fulfillment Web services. For details on APIs, see:
https://
developers.exlibrisgroup.com/
alma/apis
API Infra Read
Enables an external application to call the Infra API. For details on APIs, see: https://
developers.exlibrisgroup.com/
alma/apis
API Label Printing Read
Enables creating a physical item label for printing when using the Get Label for Printing Web service. For details, see https://
developers.exlibrisgroup.com/
alma/apis/soap/bib.
API Resource Management Read
Enables an external application to call the Publishing MARC by MMS Id APIs. For details on APIs, see:
https://
developers.exlibrisgroup.com/
alma/apis
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Table 5. User Roles
Module
Role
Miscellaneous
(continued)
API User Information Read
Enables an external application to call the Get User Details Web service, supplying the user name and password of a user with this role. For details on the user management Web services, refer to https://
developers.exlibrisgroup.com/
alma/apis/soap/user.
API User Information Write
Enables an external application to call all user management Web services, supplying the user name and password of a user with this role. For details on the user management Web services, refer to https://
developers.exlibrisgroup.com/
alma/apis/soap/user.
Designs Analytics
Accessible
Components
RESOURCE MANAGEMENT:
 Manage Exports
Description
Enables creating, revising, and updating Alma Analytics, and exposing analytics to other staff operators
ADMINISTRATION:
 All Analytics options
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Table 5. User Roles
Module
Role
Accessible
Components
Description
Miscellaneous
(continued)
General System Administrator
ACQUISITIONS:
Acts as overall manager of all Alma system configurations
 Exchange Rates Report
 Configuration Menu
RESOURCE MANAGEMENT:
 Manage Exports
 Configuration Menu
FULFILLMENT:
 Create Fulfillment Sets
 Bulk Change Due Dates
 View Restore Request Jobs
 View Overdue and Lost Loan Jobs
 Configuration Menu
ADMINISTRATION:
 All Processes and Sets options
 Find and Manage Users
 Load Desk/
Department Operators
 User Management Configuration – Configuration Menu
 General Configuration – Configuration Menu
 Monitor Jobs
 Run a Job
Letter Administrator
ADMINISTRATION:
 General Configuration – Configuration Menu
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Manages letter configurations, such as Letter Activity and Letter processes
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Table 5. User Roles
Module
Role
Miscellaneous
(continued)
SDK Write
Accessible
Components
Description
Enables writing and updating Alma tables when using the SDK (Alma Software Development Kit) for APIs.
Managing Circulation Desk Operators
Circulation desk operators can be deleted, exported, or imported in Alma using batch jobs. For example, you can export a list of existing users, modify the list, and reimport it into Alma.
Before choosing the Delete or Import options, you must prepare the necessary Excel files that contain details of the circulation desk operators you want to delete or import. For details of the structure of the Excel file, see Creating Excel Files for Import or Deleting Circulation Desk Operators on page 84.
To manage circulation desk operators:
1
On the Load Desk Operators page (Administration > User Management > Load Desk/Department Operators), click Add Job. The Add Job page appears.
Figure 45: Add Job Page
2
Select the type of operation you want to run (Delete, Export, or Import). The Add Job page refreshes with different fields according to your selection.
If you select Delete or Import, the Add Job page refreshes as follows.
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Figure 46: Add Job Page – Delete or Import Option
If you select Export, the Add Job page refreshes as follows.
Figure 47: Add Job Page – Export Option
NOTE:
The fields shown in the above image appears after completing Step a and Step b in Step below.
3
If you selected Delete or Import:
a
Click (Browse) and select the Excel file you want to delete or import.
b
Click Update. The batch job runs and is listed on the Load Desk Operators page.
c
Continue with Step 4.
If you selected Export:
a
From the Library drop‐down list, select the library from which you want to export circulation desk operators. The Add Job page refreshes to show the Desk drop‐down list.
b
From the Desk drop‐down list, select the desk from which you want to export circulation desk operators. c
Click Export. The Opening File Export dialog box appears.
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Figure 48: Opening Export File Dialog Box
d
Select whether you want to Open or Save the export file. If you select to save the file, it is saved in your default downloads folder. If you select to open the file, Excel opens, displaying the export file records as shown in the following example.
Figure 49: Example of Exported Circulation Desk Operators
At the same time, details of the batch job are added to the Load Desk Operators page.
4
Click Back. The Load Desk Operators page appears, showing a new batch job added to the list of jobs.
To view the job details, select Actions > View for the job whose details you want to view.
The following is an example of a job report with no exceptions (failures).
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Figure 50: Job Report Page – No Exceptions
The following is an example of a job report with exceptions (failures).
Figure 51: Job Report Page – With Exceptions
To view the job events, on the Load Desk Operators page, select Actions > Events for the job whose events you want to view.
The following is an example of an events report.
Figure 52: Events Report Page
Creating Excel Files for Import or Deleting Circulation Desk Operators
Before importing or exporting circulation desk operators in Alma, you must create an Excel file with the appropriate details of the circulation desk operators to be deleted or imported.
The Excel file must have the extension .xls. NOTE:
Files with the .xlsx extension are not currently supported.
The Excel file must have the following column headings in row 1, columns A through E:

User Identifier
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
Role Type

Library Code

Expiry Date

Desk Code
Enter the information for each circulation desk operator in the appropriate columns from row 2 and onward.
The following is an example of an Excel file created for importing or deleting.
Figure 53: Example of Delete/Import Excel File
To create an Excel file for deleting circulation desk operators:
1
Export all the circulation desk operators for a particular library and desk to an Excel file.
2
Edit the Excel file by removing all the circulation desk operators you do not want deleted.
3
Save the file and use it as the deletions file as described in Step a on page 82.
To create new circulation desk operators based on existing circulation
desk operators:
1
Export the existing circulation desk operators to an Excel file.
2
Edit the file by removing any excess records of operators you do not want to import.
3
Save the file and import it as described in Step a on page 82.
Roles Managed at the Library Level
The following roles are managed at the library level:

Circulation Desk Manager

Circulation Desk Operator

Circulation Desk Operator ‐ Limited

Collection Inventory Operator

Collection Inventory Operator Extended
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
Course Reserves Manager

Course Reserves Operator

Digital Inventory Operator

Digital Inventory Operator Extended

Electronic Inventory Operator Extended

Fulfillment Services Manager

Fulfillment Services Operator

Invoice Manager

Invoice Operator

Physical Inventory Operator

Physical Inventory Operator Extended

Purchasing Manager

Purchasing Operator

Receiving Operator

Receiving Operator Limited

Repository Administrator

Repository Manager

Requests Operator

Resource Sharing Partners Manager

Vendor Manager

Work Order Operator
User Sets
PERMISSIONS:
To manage user sets, you must have one of the following roles:

User Manager

User Administrator
You create sets of users to perform management activities on the users in the set. User sets are managed in the same way that sets are managed in Resource Management. For detailed instructions on creating user sets, see Managing Search Queries and Sets in the Alma Resource Management Guide. 86
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You can upload users to an itemized set by uploading a file that contains the user’s identifiers. When uploading an Excel file, the A1 cell must contain either the code of the identifier type used in the file or USERNAME (for the primary ID), and the ensuing cells of the A column must contain the user identifiers. Similarly, when uploading a .txt file, the first row must contain either the code of the identifier type used in the file or USERNAME, and the ensuing rows must contain the user identifiers (each separated by a carriage return). For example, if you want to upload a set of user names (default primary ID), enter the text USERNAME in the top row of your Excel/.txt file, and enter the actual user names in the ensuing cells/rows.
For details on viewing the available user identifier types, see User Identifiers on page 87.
Figure 11:
Figure 54: Example of an Excel File with User Identifiers
User Identifiers
PERMISSIONS:
To manage user identifiers, you must have one of the following roles:

User Manager

User Administrator
You can select the criteria by which you upload user sets.
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To select the criteria by which to upload user sets:
1
Open the User Identifier Type Code Table page (Administration > User Management > User Identifier Types). The table displays the User Identifier Codes.
Figure 12:
Figure 55: User Identifier Type Code Table Page
2
Note the Code value of the user identifier you want to use when uploading users. For example, in the above figure, if you want to list users by their Student ID in the file you are uploading, use 02 as the header in the upload file and list the users by their respective Student ID values.
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4
Configuring User Management
This section includes:

User Management Activities on page 89

Roles and Registration Configuration on page 92

Mandatory Fields Configuration on page 108

User Details Configuration on page 117

Patron Charges Configuration on page 143

Configuring Other Settings on page 149

Configuring User Notification Types on page 153

Configuring User Information for Pop‐ups on page 156

Configuring User ID Generation on page 158

Configuring Delete User Policy Settings on page 158

Linking Users in Collaborative Networks on page 160
User Management Activities
PERMISSIONS:
To configure user management activities, you must have one of the following roles:

User Administrator

General System Administrator
The User Management area is an administrative area of the system where user information is managed by an authorized operator. Most user‐related operations for public patron users are performed in the context of other system areas such as Fulfillmentʹs Circulation Desk area and the batch loading of patron record information.
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User management includes the management of public, staff, and contact users. The management and structure of these users is the same, but the roles assigned to them may be different. Contact users are users for which only contact information and notes are managed. These users do not contain access or role information.
This section describes how to configure the various user management functions. See Alma Glossary on page 3 for definitions of these functions. You configure the various user management activities from the Configuration page (User Management > User Management Configuration > Configuration Menu).
On the Configuration page, the following appears:

A filter option, enabling you to display the configuration options for configuring the institution (Main Campus) or libraries within the institution

A list of the available configuration items
The following table lists the configuration options.
Table 6. Configuration Options
Section
Configuration
Item
Configuration
Level
See
Roles and Registration
Profiles
Institution/Library
Configuring Role Profiles on page 93
Role Assignment Rules
Institution/Library
Configuring Role Assignment Rules on page 98
User Registration Rules
Institution/Library
Configuring User Registration Rules on page 101
Roles Report
Institution
Roles Report on page 105
Privileges Report
Institution
Privileges Report on page 106
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Table 6. Configuration Options
Section
Configuration
Item
Configuration
Level
See
Mandatory Fields
Public
Institution
Configuring UserMandatory Fields – Public on page 108
Staff
Institution
Configuring UserMandatory Fields – Staff on page 111
External Contacts
Institution
Configuring User Mandatory Fields – External Contacts on page 114
User Groups
Institution
Configuring User Groups on page 117
User Record Type/
User Group
Institution
Configuring User Record Type/User Group Sets on page 121
Job Categories
Institution
Configuring Job Categories on page 125
User Record Type/
Job Category
Institution
Configuring User RecordTypes/Job Category Sets on page 129
User Name Display
Institution
Configuring UserName Display on page 133
Statistical Categories
Institution
Configuring Statistical Categories on page 135
Category Types
Institution
Creating Statistical Category Types on page 138
User Titles
Institution
Configuring User Titles on page 141
User Details
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Table 6. Configuration Options
Section
Configuration
Item
Configuration
Level
See
Patron Charges
Fines/Fees Behavior
Institution
Configuring Fines/
Fees Behavior on page 143
Reasons for Waiving Fine/Fee
Institution/Library
Configuring Reasons for Waiving Fines/Fees on page 145
Fines/Fees Notification Profiles
Institution/Library
Configuring Fines/
Fees Notification Profiles on page 148
Other Settings
Institution
Configuring Other Settings on page 149
User ID Generation
Institution/Library
Configuring User ID Generation on page 158
Delete User Policy
Institution/Library
Configuring Delete User Policy Settings on page 158
User Notification Types
Institution
Configuring User Notification Types on page 153
User Information Pop‐Up
Institution
Configuring User Information for Pop‐
ups on page 156
Linked Account Rules
Institution/Library
Configuring Linked Account Rules on page 160
General
Collaborative Networks
Roles and Registration Configuration
For more information about roles, see Managing User Roles on page 57.
The base unit of permission for viewing an item (page, option, link) or performing an action is privilege. Privileges are grouped by roles. Roles are grouped by role profiles. A user’s job category is a group of role profiles.
This section presents information about:

Configuring Role Profiles on page 93
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
Configuring Role Assignment Rules on page 98

Configuring User Registration Rules on page 101

Viewing the Roles Report on page 105

Viewing the Privileges Report on page 106
Configuring Role Profiles
PERMISSIONS:
To configure role profiles, you must have one of the following roles:

User Administrator

General System Administrator
A role profile comprises multiple roles, normally grouped according to job function, that can be used when assigning roles to users (see Adding Roles to Users on page 57). Role profiles are also used when assigning job categories to users, instead of assigning roles individually (see Configuring Job Categories on page 125).
You can also configure role assignment rules which indicate when a role profile is to be assigned (see Configuring Role Assignment Rules on page 98).
You configure role profiles on the Profiles List page (Administration > User Management Configuration > Configuration Menu > Roles and Registration > Profiles).
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Figure 56: Profiles List Page
On the Profiles List page, the following appears:

A filter option

A find option. You can search role profiles by any of the in drop‐down options—for example, by name.

A list of role profiles
Click the Name heading to sort the list alphabetically in ascending or descending order.
NOTE:
If the selected role profile does not have roles assigned to it, you can add roles as described in Adding a Role Profile on page 95.
You can perform the following actions on this page:

Add a role profile (see Adding a Role Profile, below)

Edit a role profile (select Actions > Edit). When editing a role profile, you can do the following on the Profile page:

Remove a role profile:
 To remove a single role profile, select Actions > Remove
 To remove multiple roles from the role profile, select the check boxes of the roles you want to remove and click Remove Selected
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
Edit a role (Actions > Edit; see Editing a User Role on page 97)

Enable/Disable a role (click the yellow check mark to the left of the role to disable it, and click the gray check mark to enable it)

Duplicate a role profile (Actions > Duplicate and modify the role profile, as needed)

Delete a role profile (Actions > Delete)
Adding a Role Profile
You can add a role profile to the list of role profiles.
Each role in a role profile can be either enabled or disabled. By default, each new role is enabled. Click the yellow check mark to the left of the role to disable it, and click the gray check mark to enable it.
To add a role profile:
1
On the Profiles List page (Administration > User Management Configuration > Configuration Menu > Roles and Registration > Profiles), click the Add Profile button. The Profile page appears. This is the first page of a two‐page wizard.
Figure 57: Profile Page
2
Enter a name for the role profile (required), and click Save and Continue. The Profile page updates and displays the Profile Roles section.
Figure 58: Profile Page – Updated
3
Click the Add Role button. The Add New Roles page appears.
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Figure 59: Add New Roles Page
For a list and description of the roles that can be configured for users, see User Roles – Descriptions and Accessible Components on page 62.
4
Select the check boxes of the roles you want to add to the role profile and click Add Role. The new roles are added to the Profile page.
Figure 13:
Figure 60: Profile Page
5
Click Save to store the new role profile and return to the Profiles List page. The new role profile appears in the list of role profiles.
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Editing a User Role
You can edit the roles that are associated with a role profile.
To edit a user role:
1
On the Profile page (Administration > User Management Configuration > Configuration Menu > Roles and Registration > Profiles, select Actions > Edit for a role profile), select Actions > Edit for a role. The User Roles Details page appears.
Figure 61: User Roles Details Page
2
Update the necessary fields, as described in the following table:
Table 7. Role Information Fields
Field
Description
Role Name
The name of the role (cannot be changed).
Scope
From the predefined drop‐down list, select the campus/library in which the role is allowed.
Status
From the predefined drop‐down list, select if the status is Active or Inactive.
Expiry Date
The date after which the user no longer has the role.
Click the Expiry Date box and select the required date from the Calendar dialog box.
3
Click Save Role. The edited role is saved, and the Profile page appears.
Click Save on the Profile page to store the changes you made to the role profile.
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Configuring Role Assignment Rules
PERMISSIONS:
To configure role assignment rules, you must have one of the following roles:

User Administrator

General System Administrator
After you define role profiles, you can create rules that automatically assign a role profile to a user. Role assignment rules can also be used to assign profiles to job categories.
Any user added to the system after an automatic role assignment rule is created, and matching a ruleʹs input parameters will receive all roles defined in that ruleʹs output parameters. Rules are not applied retroactively to existing users, and new role profiles must be assigned to existing users manually.
There is a default automatic role assignment rule that defines the role profiles that are automatically assigned to a new user when the user is created. This rule differs from the automatic role assignment rules that you create in that it applies to all users. When you create an automatic role assignment rule, you define the users to whom the rule will apply.
Each automatic role assignment rule can be either enabled or disabled. By default, each new rule is enabled.
You configure role assignment rules on the Automatic Role Assignment Rules page (Administration > User Management Configuration > Configuration Menu > Roles and Registration > Role Assignment Rules).
Figure 62: Automatic Role Assignment Rules Page
On the Automatic Role Assignment Rules page, the following appears:

A filter option

A list of the automatic role assignment rules

The default automatic role assignment rule
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You can perform the following actions on this page:

Add automatic role assignment rules (see Adding Automatic Role Assignment Rules on page 99)

Edit an automatic role assignment rule (Actions > Edit)
You cannot edit an existing set of input parameters. To modify an existing set of input parameters, first delete the existing set, and then add a new set.

Edit the default automatic role assignment rule (see Editing the Default Automatic Role Assignment Rule on page 101)

Duplicate an automatic role assignment rule (Actions > Duplicate and modify the relevant fields)

Delete an automatic role assignment rule (Actions > Delete)

Disable an automatic role assignment rule (click the yellow check mark to the left of the automatic role assignment rule. To enable a disabled automatic role assignment rule, click the gray check mark .)
Adding Automatic Role Assignment Rules
New automatic role assignment rules are only applied to new users added after the automatic role assignment rule is created. They do not affect existing users and are not applied retroactively.
To add a new automatic role assignment rule:
1
On the Automatic Role Assignment Rules page (Administration > User Management Configuration > Configuration Menu > Roles and 99
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Registration > Role Assignment Rules), click Add Rule. The Automatic Role Assignment page appears.
Figure 14:
Figure 63: Automatic Role Assignment Page
2
In the Automatic Role Rule Editor section, specify a name (required) and description (optional) for the rule.
3
In the Input Parameters section, specify the components of the input parameter (Name, Operator, and Value). A set of input parameters may look like this: Job Category = Cataloger. 4
Click Add Parameter. The set of input parameters is added to the list of parameters for the automatic role assignment rule. Note that all the parameters in the list must be satisfied in order for the output parameter to be applied.
5
In the Output Parameters section, select up to three role profiles for the rule.
6
Click Save. The rule you defined appears at the bottom of the list of rules on the Automatic Role Assignment page.
Figure 64: Automatic Role Assignment Rules Page
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7
To disable an enabled role assignment rule, click the yellow check mark to the left of the rule. To enable a disabled role assignment rule, click the gray check mark to the left of the rule.
Editing the Default Automatic Role Assignment Rule
To edit the default automatic role assignment rule:
1
On the Automatic Role Assignment Rules page (Administration > User Management Configuration > Configuration Menu > Roles and Registration > Role Assignment Rules), under Default Rule, click Edit. The Automatic Role Assignment page appears.
Figure 65: Automatic Role Assignment Page
2
Under Automatic Roles Rule Editor, modify the default rule name and description if required.
3
Under Output Parameters, select at least one role profile for the rule.
4
Click Save. The modified default rule details appear on the Automatic Role Assignment Rules page.
Configuring User Registration Rules
PERMISSIONS:
To configure user registration rules, you must have one of the following roles:

User Administrator

General System Administrator
User registration rules enable you to assign terms of use to defined user groups. Terms of use (TOU) refers to a list of policies that define the institution/library 101
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commitment to the patron according to which a service is provided or terminated. TOU can be seen as the “contract” between the library and the patrons, and are associated with a specific type of fulfillment activity, such as a loan, a request, or user registration. For more information on terms of use, see Configuring Terms of Use in the Alma Fulfillment Guide.
Any user added to the system after a user registration rule is created, and matching a ruleʹs input parameters, receives the terms of use assigned in the rule. Rules are not applied retroactively to existing users, and new terms of use must be assigned to existing users manually.
There is a default user registration rule that defines the terms of use that are automatically assigned to a new user when the user is created. This rule differs from the automatic user registration rules that you create in that it applies to all users. When you create a user registration rule, you define the user groups to whom the rule will apply.
Each user registration rule can be either enabled or disabled. By default, each new rule is enabled.
You configure user registration rules on the User Registration Rules page (Administration > User Management Configuration > Configuration Menu > Roles and Registration > User Registration Rules).
Figure 66: User Registration Rules Page
On the User Registration Rules page, the following is displayed:

a filter option, enabling you to display all the user registration rules, or only active or inactive rules

a list of the user registration rules

the default user registration rule
You can perform the following actions on this page:

Adding user registration rules (see Adding User Registration Rules on page 103)

Editing user registration rules (Actions > Edit)
You cannot edit an existing set of input parameters. To modify an existing set of input parameters, first delete the existing set, and then add a new set.
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
Editing the default user registration rule (see Editing the Default User Registration Rule on page 104)

Duplicating a user registration rule (Actions > Duplicate and modify the relevant fields)

Deleting a user registration rule (Actions > Delete)

Disabling a user registration rule (click the yellow check mark to the left of the automatic role assignment rule. To enable a disabled automatic role assignment rule, click the relevant gray check mark .)
Adding User Registration Rules
You can add a user registration rule. New user registration rules are only applied to new users added after the user registration rule is created. They do not affect existing users and are not applied retroactively.
User registration rules enable you to assign terms of use to defined user groups. For information on the user registration policies that can be included in a TOU, see the User Registration section in Table 28 in the Alma Fulfillment Guide.
To add a new user registration rules:
1
On the User Registration Rules page (Administration > User Management Configuration > Configuration Menu > Roles and Registration > User Registration Rules), click the Add Rule button. The User Registration Rules page opens. NOTE:
If you want to create a copy of an existing user registration rule, select Actions > Duplicate. Once you have copied the rule, you can modify it as needed.
Figure 67: User Registration Rules Page
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2
In the Fulfillment Unit Rules Edit section, specify a name (required) and description (optional) for the rule.
3
In the Input Parameters section, specify the components of the input parameter (Name, Operator, and Value). A set of input parameters may look like this: User Group = Alumni. 4
Click the Add Parameter button. The set of input parameters is added to the list of parameters for the user registration rule. Note that all the parameters in the list must be satisfied in order for the output parameter to be applied.
5
In the Output Parameters section, select the terms of use for the rule.
6
Click Save. The rule you defined is listed at the bottom of the list of rules on the User Registration Rules page.
Figure 68: User Registration Rules Page
7
Use the Move Up and Move Down arrows to set the order of the user registration rules. The order of the rules within the list of rules is significant because Alma will apply the first (enabled) rule whose input parameters are satisfied.
Editing the Default User Registration Rule
You can edit the default user registration rule if required. To edit the default user registration rule:
1
On the User Registration Rules page (Administration > User Management Configuration > Configuration Menu > Roles and Registration > User 104
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Registration Rules), under Default Rule, click Edit. The User Registration Rules page opens.
Figure 69: User Registration Rules Page
2
In the User Registration Rule Editor section, modify the default rule name and description, if required.
3
In the Output Parameters section, select at least one terms of use for the rule.
4
Click Save. The modified default rule details are displayed on the User Registration Rules page.
Roles Report
The Roles Report provides a detailed list of what a user with a particular role can do in the system, such as the menu items that are shown for a user with a specific role or the pages that the user can access and whether they can add, view, or edit information on that page.
For a description of the various user roles and the Alma components that each user can access, see User Roles – Descriptions and Accessible Components on page 62.
You run the Roles Report by selecting Administration > User Management > Roles Report and the required role from the Roles drop‐down list.
The following is an example of the Roles Report for a Trial Manager.
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Figure 70: Roles Report – Trial Manager
Privileges Report
The Privileges Report provides a detailed list of the privileges associated with each role, such as the privileges that a user with the role of Invoice Operator may have.
You run the Privileges Report by selecting Administration > User Management > Privileges Report. You can filter the report to list:

Roles, and the privileges associated with each role

Privileges, and the roles associated with each privilege
For a description of the various user roles and the Alma components that each user can access, see User Roles – Descriptions and Accessible Components on page 62.
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NOTE:
Some of the roles, such as Exlibris (all), SAAS Operator, and Technical Analyst, are internal and cannot be assigned to users.
The following is an example of the Privileges Report with the Role filter selected.
Figure 71: Example of Privileges Report with Roles Filter
The following is an example of the Privileges Report with the Privileges filter selected.
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Figure 72: Example of Privileges Report with Privileges Filter
Mandatory Fields Configuration
Configuring UserMandatory Fields – Public
PERMISSIONS:
To configure user mandatory fields, you must have one of the following roles:

User Administrator

General System Administrator
Alma enables you to configure mandatory (required) fields for public users. There are other mandatory fields; these fields are not configurable.
You configure user mandatory fields for public users from the Public User Mandatory Fields Code Table page (Administration > User Management Configuration > Configuration Menu > Mandatory Fields > Public).
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Figure 73: Code Table Page User Mandatory Fields – Public
The Code Table page displays:

Details about the user mandatory fields – public. Most of the details are system‐generated and cannot be edited.

A list of the user mandatory fields – public that are defined

A group of input fields that enable you to define and create a new user mandatory fields – public
You can perform the following actions on this page:

Adding user mandatory fields – public (see Adding User Mandatory Fields – Public on page 109)

Editing user mandatory fields – public (see Editing User Mandatory Fields – Public on page 110)

Deleting user mandatory fields – public (click Delete to the right of the mandatory field that you want to delete)
Adding User Mandatory Fields – Public
You can add new user mandatory fields – public if you want to make additional optional fields mandatory.
To add new user mandatory fields – public:
1
On the Public User Mandatory Fields Code Table page (Administration > User Management Configuration > Configuration 109
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Menu > Mandatory Fields > Public), under Create New Code Table Row, select a code for the new field that you want to be mandatory.
Figure 74: Create New Public Mandatory Field Section of the Code Table Page
2
Enter a description for the new mandatory field. 3
From the Default value drop‐down list, select Yes if the new mandatory field will be the default mandatory field whenever a new public user is configured.
4
Click the Add Row button. The new mandatory field is displayed at the bottom of the list of defined mandatory fields. 5
Click Save to store the new mandatory field details in the system.
Figure 75: Code Table Page User Mandatory Fields – Public
Editing User Mandatory Fields – Public
You can edit the details of the user mandatory fields – public.
To edit the details of user mandatory fields – public:
1
On the Public User Mandatory Fields Code Table page (Administration > User Management Configuration > Configuration 110
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Menu > Mandatory Fields > Public), under User Mandatory Fields – Public, locate the field that you want to edit.
Figure 76: Code Table Page List of User Mandatory Fields – Public
2
Use the Display or Order up and down arrows to set the order of the mandatory fields. 3
Modify the mandatory field code and description as required.
4
Select Default Value if the new mandatory field will be the default mandatory field.
5
Click Save to store the modified user mandatory fields – public in the system.
Configuring UserMandatory Fields – Staff
PERMISSIONS:
To configure user mandatory fields, you must have one of the following roles:

User Administrator

General System Administrator
Alma enables you to configure certain user mandatory fields – staff, meaning mandatory (required) fields for staff users. Within Alma there are other mandatory fields; however, these fields are not configurable.
You configure user mandatory fields – staff from the Staff User Mandatory Fields page (Administration > User Management Configuration > Configuration Menu > Mandatory Fields > Public).
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Figure 77: Code Table Page User Mandatory Fields – Staff
The Code Table page displays:

details about the user mandatory fields – staff. Most of the details are system‐generated and cannot be edited.

a list of the user mandatory fields – staff that are defined

a group of input fields that enable you to define and create a new user mandatory fields – staff
You can perform the following actions on this page:

Adding user mandatory fields – staff (see Adding User Mandatory Fields – Staff on page 113)

Editing user mandatory fields – staff (Editing User Mandatory Fields –Staff on page 114)

Deleting user mandatory fields – staff (click Delete to the right of the mandatory field that you want to delete)
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Adding User Mandatory Fields – Staff
You can add new user mandatory fields – staff if you want to make additional optional fields mandatory.
To add new user mandatory fields – staff:
1
On the Staff User Mandatory Fields page (Administration > User Management Configuration > Configuration Menu > Mandatory Fields > Public), under Create New Code Table Row, select a code for the new field that you want to be mandatory.
Figure 78: Create New Public Mandatory Field Section of the Code Table Page
2
Enter a description for the new mandatory field. 3
From the Default value drop‐down list, select Yes if the new mandatory field will be the default mandatory field whenever a new staff user is configured.
4
Click Save to store the new mandatory field details in the system.
Figure 79: Code Table Page User Mandatory Fields – Staff
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Editing User Mandatory Fields –Staff
You can edit the details of the user mandatory fields – staff.
To edit the details of user mandatory fields – staff:
1
On the Staff User Mandatory Fields page (Administration > User Management Configuration > Configuration Menu > Mandatory Fields > Public), under User Mandatory Fields – Staff, locate the field that you want to edit.
Figure 80: Code Table Page List of User Mandatory Fields – Staff
2
Modify the mandatory field code and description as required.
3
Use the Display or Order up and down arrows to set the order of the mandatory fields. 4
Select Default Value if the new mandatory field will be the default mandatory field.
5
Click Save to store the modified user mandatory fields – staff in the system.
Configuring User Mandatory Fields – External Contacts
PERMISSIONS:
To configure user mandatory fields, you must have one of the following roles:

User Administrator

General System Administrator
Alma enables you to configure certain user mandatory fields – external contacts, meaning mandatory (required) fields for external contact users. Within Alma there are other mandatory fields; however, these fields are not configurable.
You configure user mandatory fields – external contacts from the Contact User Mandatory Fields Code Table page (Administration > User Management Configuration > Configuration Menu > Mandatory Fields > External Contacts).
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Figure 81: Code Table Page User Mandatory Fields – External Contacts
The Code Table page displays:

details about the user mandatory fields – external contacts. Most of the details are system‐generated and cannot be edited.

a list of the user mandatory fields – external contacts that are defined

a group of input fields that enable you to define and create a new user mandatory fields – external contacts
You can perform the following actions on this page:

Adding user mandatory fields – external contacts (see Adding User Mandatory Fields – External Contacts on page 115)

Editing user mandatory fields – external contacts (see Editing User Mandatory Fields – External Contacts on page 116)

Deleting user mandatory fields – external contacts (click Delete to the right of the mandatory field that you want to delete)
Adding User Mandatory Fields – External Contacts
You can add new user mandatory fields – external contacts if you want to make additional optional fields mandatory.
To add new user mandatory fields – external contacts:
1
On the Contact User Mandatory Fields Code Table page (Administration > User Management Configuration > Configuration 115
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Menu > Mandatory Fields > External Contacts), under Create New Code Table Row, select a code for the new field that you want to be mandatory.
Figure 82: Create New Public Mandatory Field Section of the Code Table Page
2
Enter a description for the new mandatory field. 3
From the Default value drop‐down list, select Yes if the new mandatory field will be the default mandatory field whenever a new external contact is configured.
4
Click the Add Row button. The new mandatory field is displayed at the bottom of the list of defined mandatory fields. 5
Click Save to store the new mandatory field details in the system.
Figure 83: Code Table Page User Mandatory Fields – External Contacts
Editing User Mandatory Fields – External Contacts
You can edit the details of the user mandatory fields – external contacts.
To edit the details of user mandatory fields – external contacts:
1
On the Contact User Mandatory Fields Code Table page (Administration > User Management Configuration > Configuration 116
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Menu > Mandatory Fields > External Contacts), under User Mandatory Fields – Contact, locate the field that you want to edit.
Figure 84: Code Table Page List of User Mandatory Fields – External Contacts
2
Modify the mandatory field code and description as required.
3
Use the Display or Order up and down arrows to set the order of the mandatory fields. 4
Select Default Value if the new mandatory field will be the default mandatory field.
5
Click Save to store the modified user mandatory fields – external contacts in the system.
User Details Configuration
Configuring User Groups
PERMISSIONS:
To configure user groups, you must have one of the following roles:

User Administrator

General System Administrator
Alma lets you define user groups. For example, you could create the Alumni, Faculty, and Staff user groups. Associating a user with a group enables you to apply specific rules to the user, based on the group with which the user is associated. For example, a user in the Faculty group may be able to borrow a book for two weeks, whereas a user in the Alumni group may be able to borrow the same book for one month.
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NOTE:
After you define user groups, you define the user record type(s) for each group. For information on this subsequent step, see Configuring User Record Type/User Group Sets on page 121.
The defined user groups appear in all User Group drop‐down lists in Alma, in the same order in which they are listed on the User Groups Code Table page. You configure user groups from the User Groups Code Table page (Administration > User Management Configuration > Configuration Menu > User Details > User Groups).
Figure 85: Code Table Page User Groups
NOTE:
User groups can be configured at the institution level only. Select the required institution from the You are configuring filter on the User Management Configuration page.
The Code Table page displays:

details about the table that contains the user groups for the institution. Most of the details are system‐generated and cannot be edited.

a list of the user groups that are defined for the institution

a group of input fields that enable you to define and create a new user group

An Import button. For more information, see Importing Code Table Information in the Alma Online Help.
You can perform the following actions on this page:
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
Adding a user group (see Adding a User Group on page 119)

Editing a user group (see Editing User Group Details on page 120)

Importing user group details from an external file (click Import – For details, see Importing Information to Code Tables on page 279)

Deleting user groups (click Delete to the right of the group that you want to delete)
Adding a User Group
You can add new user groups to the institution. The groups that you add apply to all libraries within the institution.
To add a new user group to the institution:
1
On the User Groups Code Table page (Administration > User Management Configuration > Configuration Menu > User Details > User Groups), under Create New Code Table Row, enter a code for the new user group.
Figure 86: Create New User Group Row Section of the Code Table Page
2
Enter a code and description for the new user group. 3
From the Default value drop‐down list, select Yes if the new user group will be the default user group whenever a User Group drop‐down list is displayed.
4
Click the Add Row button. The new user group is displayed at the bottom of the list of defined user groups. 5
Click Save to store the new user group details in the system.
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Figure 87: Code Table Page User Groups
Editing User Group Details
You can edit the details of any user group.
To edit the details of a user group:
1
On the User Groups Code Table page (Administration > User Management Configuration > Configuration Menu > User Details > User Groups), under User Groups, locate the user group that you want to edit.
Figure 88: Code Table Page List of User Groups
2
Modify the group code and description as required.
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3
Use the Display or Order up and down arrows to set the order of the user groups. The groups will appear in the defined order in all User Group drop‐
down lists.
4
Select Default Value if the new user group will be the default user group whenever a User Group drop‐down list is displayed.
5
Click Save to store the modified user group in the system.
Configuring User Record Type/User Group Sets
PERMISSIONS:
To configure user record type/user group sets, you must have one of the following roles:

User Administrator

General System Administrator
You can associate up to three preconfigured user record types with a user group. This means that when a user of the specified record type is created in Alma, the user group options available for selection are dictated by the definitions in this mapping table.
NOTE:
User groups must be created before record types can be assigned to them. For details on creating user groups, see Configuring User Groups on page 117.
You configure user record types/user group sets on the UserRecordTypeUserGroup Mapping Table page (Administration > User Management Configuration > Configuration > User Details > User Record Type/User Group).
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Figure 89: Mapping Table Page User Record Type/User Group Sets
The UserRecordTypeUserGroup Mapping Table page displays:

details about the table that contains the user record types/user group sets for the institution. Most of the details are system‐generated and cannot be edited.

a list of the user record types/user group sets that are defined for the institution.

a group of input fields that enable you to define and create a new user record types/user group set.
You can perform the following actions on this page:

Adding a user record type/user group set (see Adding a User Record Type/
User Group Set on page 123)

Editing a user record type/user group set (see Editing a User Record Type/
User Group Set on page 124)

Deleting a user record type/user group set (click Delete to the right of the set that you want to delete)
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Adding a User Record Type/User Group Set
You can add a new user record types/user group set to the institution. You can associate up to three preconfigured user record types with a user group.
NOTE:
User groups must be created before record types can be assigned to them. For details on creating user groups, see Configuring User Groups on page 117.
You define user record types/user group sets at the institution level. The limits that you define apply to all libraries within the institution. Before adding a user record types/user group set, ensure that you are configuring the institution, and not a library.
To add a new user record type/user group set to the institution:
1
On the UserRecordTypeUserGroup Mapping Table page (Administration > User Management Configuration > Configuration > User Details > User Record Type/User Group), under Create a New Mapping Row, select the user group with which you want to associate user record types.
Figure 90: Create New Mapping Row Section of the Mapping Table Page
2
From the User Record Type drop‐down lists, select up to three user record types.
3
Click the Add Row button. The new user record types/user group set is displayed at the bottom of the list of defined user record types/user group sets. 4
Click Save to store the new user record types/user group set.
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Figure 91: Mapping Table Page User Record Type/User Group Sets
Editing a User Record Type/User Group Set
You can edit the details of any user record types/user group set. To edit user record type/user group set details:
1
On the UserRecordTypeUserGroup Mapping Table page (Administration > User Management Configuration > Configuration > User Details > User Record Type/User Group), under Mapping Table Rows, locate the user record types/user group set that you want to edit.
2
Modify the specific user record types/user group set as required.
3
Click Save to store the modified user record types/user group set in the system.
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Figure 92: Mapping Table Page User Record Type/User Group
Configuring Job Categories
PERMISSIONS:
To configure job categories, you must have one of the following roles:

User Administrator

General System Administrator
A user’s job category defines the user’s position in the library. Job categories are collections of role profiles (see Configuring Role Profiles on page 93), which are in turn collections of roles. Job categories enable you to assign multiple roles to users at once, so that you do not have to configure roles individually for each user. You can configure job categories to be assigned when you create a user.
For example, you can create the Acquisitions Operator job category, and then assign a role profile to the category that contains the Fund Manager, Acquisitions Manager, and License Manager roles. Role profiles are assigned to job categories using the Roles and Registration > Role Assignment Rules option on the User Management Configuration menu (see Configuring Role Assignment Rules on page 98).
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NOTE:
For additional information, see How to Set Up Default Roles and Privileges According to User Job Category. Note that you need to be logged in to the Documentation Center in order to view this document.
Job categories may be either enabled or disabled. By default, all new job categories are enabled. The defined job categories appear in all Job Category drop‐down lists in Alma, in the same order in which they are listed on the Code Table page. Only enabled job categories appear in the Job Category drop‐down lists.
You configure job categories on the Job Titles Code Table page (Administration > User Management Configuration > Configuration > User Details > Job Categories).
Figure 93: Code Table Page Job Categories
The Code Table page contains:

Details about the table that contains the job categories for the institution. Most of the details are system‐generated and cannot be edited.

A list of the job categories that are defined for the institution.

A group of input fields that enable you to define and create a new job category.

An Import button. For more information, see Importing Code Table Information in the Alma Online Help.
You can perform the following actions on this page:

Add a job category (see Adding a Job Category on page 127)
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
Edit job category details (see Editing Job Category Details on page 128)

Delete a job category (click Delete to the right of the category that you want to delete)
Adding a Job Category
You can add new job category to the institution. The job categories that you add apply to all libraries within the institution.
If you prefer to use the Import option to populate the code table, see Importing Information to Code Tables on page 279 for more information.
To add a new job category to the institution:
1
On the Job Titles Code Table page (Administration > User Management Configuration > Configuration > User Details > Job Categories), under Create New Code Table Row, enter a code for the new job category.
Figure 94: Create New User Group Row Section of the Code Table Page
2
Enter a code and description for the new job category. 3
From the Default value drop‐down list, select Yes if the new job category will be the default job category whenever a Job Category drop‐down list appears.
4
Click Add Row. The new job category appears at the bottom of the list of defined job categories.
5
Click Save to store the new job category details in the system.
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Figure 95: Job Titles Code Table Page
Editing Job Category Details
You can edit the details of any job category.
To edit the details of a job category:
1
On the Job Titles Code Table page (Administration > User Management Configuration > Configuration > User Details > Job Categories), in the Job Titles section, locate the job category that you want to edit.
Figure 96: Job Titles Code Table Page – List of Job Categories
2
Modify the job category code and description as required.
3
Use the Display or Order up and down arrows to set the order of the job categories. The job categories will appear in the defined order in all User Group drop‐down lists. 128
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4
Select Default Value if the new job category will be the default job category whenever a Job Category drop‐down list is displayed.
5
Click Save to store the modified job category in the system.
Configuring User RecordTypes/Job Category Sets
PERMISSIONS:
To configure user record types/job category sets, you must have one of the following roles:

User Administrator

General System Administrator
A record type indicates the users for which a job category is available (Staff, Public, Contact). You can associate up to three preconfigured user record types with a job category. A job category is displayed only for the record type for which it is associated. For example, if the Acquisitions Operator role has been associated only with Public users, Acquisitions Operator is displayed in the Job Category drop‐down list when you configure a Public user, but not when you configure other types of users.
NOTE:
For additional information, see How to Set Up Default Roles and Privileges According to User Job Category. Note that you need to be logged in to the Documentation Center in order to view this document.
You configure user record types/job category sets on the UserRecordTypeJobTitle Mapping Table page (Administration > User Management Configuration > Configuration > User Details > User Record Type/Job Category).
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Figure 97: Mapping Table Page User Record Type/Job Category Sets
The Mapping Table page displays:

details about the table that contains the user record types/job category sets for the institution. Most of the details are system‐generated and cannot be edited.

a list of the user record types/job category sets that are defined for the institution

a group of input fields that enable you to define and create a new user record types/job category set
You can perform the following actions on this page:

Adding a user record type/job category set (see Adding a User Record Type/Job Category Set on page 131)

Editing a user record type/job category set (see Editing User Record Type/
Job Category Sets on page 132)

Deleting a user record type/job category set (click Delete to the right of the set that you want to delete)
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Adding a User Record Type/Job Category Set
You can add a new user record types/job category set to the institution. Each job category may contain up to three user record types.
You define user record types/job category sets at the institution level. The limits that you define apply to all libraries within the institution. Before adding a user record types/job category set, ensure that you are configuring the institution and not a library.
To add a new user record type/job category set to the institution:
1
On the UserRecordTypeJobTitle Mapping Table page (Administration > User Management Configuration > Configuration > User Details > User Record Type/Job Category), in the Create a New Mapping Row section, select the job category with which you want to associate user record types.
Figure 98: Create New Mapping Row Section of the Mapping Table Page
2
From the User Record Type drop‐down lists, select up to three user record types.
3
Click the Add Row button. The new user record types/job category set is displayed at the bottom of the list of defined user record types/job category sets.
4
Click Save to store the new user record types/job category set.
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Figure 15:
Figure 99: Mapping Table Page User Record Type/Job Category Sets
Editing User Record Type/Job Category Sets
You can edit the details of any user record types/job category set. To edit user record type/job category details:
1
On the UserRecordTypeJobTitle Mapping Table page (Administration > User Management Configuration > Configuration > User Details > User Record Type/Job Category), under Mapping Table Rows, locate the set of user record types/
job category that you want to edit.
2
Modify the specific user record types/job category as required.
3
Click Save to store the modified user record types/job category in the system.
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Figure 100: Mapping Table Page User Record Type/job Category
Configuring UserName Display
PERMISSIONS:
To configure user name display, you must have one of the following roles:

User Administrator

General System Administrator
You can configure the way a user name is displayed in each record type. You can also define a separator between the names for each record type.
The records for which you can change the user name display are predefined. You cannot add or delete records, but you can modify the way each record type displays in Alma.
The convention for displaying names is: {First display name}{separator}{second display name}{space}{third display name}
Where the display name values can be: firstName, lastName, or middleName
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You configure user name display options on the DisplayUserName Mapping Table page (Administration > User Management Configuration > Configuration > User Details > User Name Display).
Figure 101: Mapping Table Page User Name Display
The DisplayUserName Mapping Table page displays:

details about the table that contains the user name display options for the institution. Most of the details are system‐generated and cannot be edited.

a list of the user name display options that are defined for the institution.
You can edit the details of any set of user name display options.
To edit user name display options:
1
On the DisplayUserName Mapping Table page (Administration > User Management Configuration > Configuration > User Details > User Name Display), under Mapping Table Rows, locate the set of user name display options that you want to edit.
2
Click Customize in the row you want to edit.
NOTE:
You can click Restore at any time to restore the initial parameter value.
3
Modify the specific display option as required.
4
Click Save to store the modified user name display options in the system.
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Figure 102: Mapping Table Page User Name Display
Configuring Statistical Categories
PERMISSIONS:
To configure statistical categories, you must have one of the following roles:

User Administrator

General System Administrator
Configuring statistics is done in the following three stages:

Configuring statistical categories

Configuring category types

Configuring statistical categories/types (by assigning the statistical categories to the category types)
Alma lets you define statistical categories. For example, you can create a statistical category to indicate that a patron is a faculty member. Category types can then be displayed in Alma Analytic reports, which allow you to see user information according to category type. For more information, see the Configuring Statistical Category Types section of the Alma Analytics Guide.
NOTE:
It is recommended to configure category types before configuring statistical categories (see Creating Statistical Category Types on page 138).
Statistical categories may be either enabled or disabled. By default, all new statistical categories are enabled. The defined statistical categories appear in the Statistical Category drop‐down lists in Alma in the same order in which they are listed on the User Statistical Categories Code Table page. Only enabled statistical categories appear in the Statistical Category drop‐down lists.
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You configure statistical categories on the User Statistical Categories Code Table page (Administration > User Management Configuration > Configuration > User Details > Statistical Categories).
Figure 103: Code Table Page Statistical Categories
The User Statistical Categories Code Table page displays:

details about the table that contains the statistical categories for the institution. Most of the details are system‐generated and cannot be edited.

a list of the statistical categories that are defined for the institution.

a group of input fields that enable you to define and create a new statistical category.

An Import button. For more information, see Importing Code Table Information in the Alma Online Help.
You can perform the following actions on this page:

Adding a statistical category (see Adding a Statistical Category on page 137)

Editing statistical category details (see Editing Statistical Category Details on page 138)

Deleting a statistical category (click Delete to the right of the category that you want to delete)
NOTE:
The Enabled column is not functional. All listed entries are enabled.
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Adding a Statistical Category
You can add a new statistical category to an institution or a library. The statistical categories that you add apply to all libraries within the institution.
If you prefer to use the Import option to populate the code table, see Importing Information to Code Tables on page 279 for more information.
To add a new statistical category:
1
On the User Statistical Categories Code Table page (Administration > User Management Configuration > Configuration > User Details > Statistical Categories), in the Create a New Code Table Row section, enter a code and description for the new statistical category (see Configuring Statistical Categories on page 135 for recommendations).
Figure 104: Create New Code Table Row Section of the Code Table Page
2
From the Default value drop‐down list, select Yes if you want the new statistical category to be the default job category whenever a Statistical category drop‐down list is displayed.
3
Click Add Row. The new statistical category is displayed at the bottom of the list of defined statistical categories. Note that by default, each new statistical category is enabled. To disable a statistical category, click the yellow check mark to the left of the statistical category.
4
Click Save to store the new statistical category details in the system.
Figure 105: User Statistical Categories Code Table Page
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Editing Statistical Category Details
You can edit the details of any statistical category. If the statistical category is not currently required but may be required in the future, you can disable it.
To edit the details of a job category:
1
On the User Statistical Categories Code Table page (Administration > User Management Configuration > Configuration > User Details > Statistical Categories), under User Statistical Categories, locate the statistical category that you want to edit.
Figure 106: User Statistical Categories Code Table Page
2
Modify the statistical category code and description as required.
3
Select Default Value if the new statistical category will be the default statistical category whenever a Statistical category drop‐down list is displayed.
4
Click Save to store the modified statistical category in the system.
NOTE:
The order of the statistical categories in the table has no significance.
Creating Statistical Category Types
PERMISSIONS:
To configure category types, you must have one of the following roles:

User Administrator

General System Administrator
Alma lets you define statistical category types, such as a department, city, and so forth. Statistical categories are then mapped to the configured category types, 138
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performed when mapping statistical/category types (see Mapping Statistical Categories to Category Types on page 140).
NOTE:
It is recommended to configure statistical category types before configuring statistical categories.
To create statistical category types:
1
On the User Category Types Code Table page (Administration > User Management Configuration > Configuration Menu > User Details > Category Types), locate the Create a New Code Table Row section at the bottom of the page.
Figure 16:
Figure 107: User Category Types Code Table Page
2
Enter a code and description in the relevant fields, and click Add Row. The value displays in the User Category Types for Grouping Statistical Categories section.
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Figure 17:
Figure 108: User Category Types Code Table Page – Category Type Added
3
Click Save.
Mapping Statistical Categories to Category Types
PERMISSIONS:
To configure statistical categories/types, you must have one of the following roles:

User Administrator

General System Administrator
Alma enables mapping Statistical Categories to Category Types. The Statistical Categories may be then assigned to users, who can be filtered by their Category Types (see Working With User Statistics on page 37).
Only statistical categories mapped to category types are available in Analytics (see the Statistical Categories 1‐5 entry in Table 11 in the Alma Analytics Guide).
To map statistical categories to their relevant category types:
1
On the StatisticalCategoriesTypes Mapping Table page (Administration > User Management Configuration > Configuration 140
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Menu > User Details > Statistical Categories/Types), locate the Create a New Mapping Row section at the bottom of the page.
Figure 18:
Figure 109: StatisticalCategoriesTypes Mapping Table Page
2
Map a statistical category (configured in the Adding a Statistical Category procedure, above) to a category type (configured in the To create statistical category types: procedure, above) by selecting values in the relevant fields, and click Add Row. The value displays in the Mapping Table Rows section.
3
Click Save. The statistical categories are matched (mapped) to the indicated category types.
Configuring User Titles
PERMISSIONS:
To configure user titles, you must have one of the following roles:

User Administrator

General System Administrator
Titles for a user record are selected from a configurable list of user titles. Like all other user information, the title information may be received in the SIS feed. The Title information that is received in the feed can be overridden by library, and may also be updated via the Users API. It can also be set by the bulk Users Update job.
The User Title is included in the XML of the Alma letters, and may be added to the printouts by updating the relevant XSL files.
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In the SIS load, the title will be updated with Import and Synchronize. The title will be retrieved with Export Users.
The API considers title in the Update, Create, and Get routines. The API also contains an override parameter. If Override=user_title, the title will be updated even if the user is external and the title field is internal.
The title field is also included in the Update/Notify user job.
To configure the user titles:
1
Open the User Titles code table (Administration > User Management Configuration > Configuration Menu > User Details > User Titles)
Figure 110: User Title Configuration Table
2
Change the title description as required in the Description column.
3
When changes are complete, click the Customize button.
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Patron Charges Configuration
Configuring Fines/Fees Behavior
PERMISSIONS:
To configure fine/fee behavior, you must have one of the following roles:

User Administrator

General System Administrator
You can configure options for fines/fees behavior. For example, you can specify whether the fine/fee can be waived, activated manually, or refunded.
The specific fine/fee types are predefined and cannot be edited.
You configure fines/fees behavior on the FineFeeTypeDefinition Mapping Table page (Administration > User Management Configuration > Configuration > Patron Charges > Fines/Fees Behavior).
Figure 19:
Figure 111: FineFeeTypeDefinition Mapping Table Page
The Mapping Table page displays:

Details about the table that contains the fines/fees behavior options for the institution.

A list of the fines/fees behavior options that are defined for the institution.
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To edit the details of fines/fees behavior options:
1
On the FineFeeTypeDefinition Mapping Table page (Administration > User Management Configuration > Configuration > Patron Charges > Fines/
Fees Behavior), in the Mapping Table Rows section, locate the set of fines/
fees behavior options that you want to edit.
2
Click Customize in the row you want to edit.
3
In the Waivable? column, select True to indicate that the specified fine/fee can be waived, or select False to indicate that the specified fine/fee cannot be waived.
4
In the Manual Creation? column, select True to indicate that the specified fine/fee can be assigned to users (that is, it appears in the Fee Type field when clicking Add Fine or Fee to assign a fine/fee to a user), or select False to indicate that the specified fine/fee cannot be assigned to users (see Assigning Fines/Fees to Users on page 31).
5
In the Refundable? column, select True to indicate that the specified fine/fee can be refunded, or select False to indicate that the specified fine/fee cannot be refunded.
NOTE:
You can click Restore at any time to restore the initial (default) parameter value.
6
Click Save to store the modified fines/fees behavior options in the system.
Figure 20:
Figure 112: FineFeeTypeDefinition Mapping Table Page
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Configuring Reasons for Waiving Fines/Fees
PERMISSIONS:
To configure reasons for waiving fines/fees, you must have one of the following roles:

User Administrator

General System Administrator
Alma enables you to configure the reasons for waiving fines/fees.
You configure the reasons for waiving fines/fees on the FineFeeTransactionReason Code Table page (Administration > User Management Configuration > Configuration Menu > Patron Charges > Reasons for Waiving Fine/Fee).
Figure 113: Code Table Page Reasons for Waiving Fine/Fee
The FineFeeTransactionReason Code Table page displays:

details about the reasons for waiving fines/fees.

a list of the reasons for waiving fines/fees that are defined
You can perform the following actions on this page:

Adding reasons for waiving fines/fees (see Adding Reasons for Waiving Fines/Fees on page 146)

Editing reasons for waiving fines/fees (see Editing Reasons for Waiving Fines/Fees on page 147)

Deleting reasons for waiving fines/fees (click Delete to the right of the category that you want to delete)
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
Disabling a reason for waiving fines/fees (click the yellow check mark to the left of the reason. To enable a disabled reason, click the relevant gray check mark .)
Adding Reasons for Waiving Fines/Fees
You can add new reasons for waiving fines/fees.
To add new reasons for waiving fines/fees:
1
On the FineFeeTransactionReason Code Table page (Administration > User Management Configuration > Configuration Menu > Patron Charges > Reasons for Waiving Fine/Fee), in the Create New Code Table Row section, enter a code for the reason for waiving a fine/fee.
Figure 114: Create New Reason For Waving a Fine/Fee
2
Enter a description for the reason for waiving fine/fee field.
3
From the Default value drop‐down list, select Yes if the new reason for waiving fine/fee field will be the default reason field whenever a reason for waiving fine/fee is configured.
4
Click the Add Row button. The new reasons for waiving fine/fee field is displayed at the bottom of the list of defined reasons for waiving fine/fee. Note that by default, each new reason for waiving fine/fee is enabled. To disable a reason for waiving fine/fee field, click the yellow check mark the left of the reason for waiving fine/fee field.
5
to Click Save to store the new reason for waiving fine/fee field details in the system.
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Figure 115: Code Table Page Reason For Waiving Fine/Fee
Editing Reasons for Waiving Fines/Fees
You can edit the details of the reasons for waiving fines/fees.
To edit the details of reasons for waiving fines/fees:
1
On the FineFeeTransactionReason Code Table page (Administration > User Management Configuration > Configuration Menu > Patron Charges > Reasons for Waiving Fine/Fee), in the Reasons for Transaction section, locate the field that you want to edit.
Figure 116: Code Table Page List of Reasons For Waiving Fine/Fee
2
Modify the reason for waiving fine/fee field code and description, as required.
3
Use the Display or Order up and down arrows to set the order of the reasons for waiving fine/fee fields. 4
Select Default Value if the new reason for waiving fine/fee field will be the default reason for waiving fine/fee field.
5
Click Save to store the modified reason for waiving fine/fee in the system.
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Configuring Fines/Fees Notification Profiles
Alma enables you to configure patron notifications of fines and fees.
To configure the patron notifications of fines and fees
1
Access the Fines/Fees Notification Profiles List page (Administration > User Management Configuration > Configuration Menu > Patron Charges > Fines/Fees Notification Profiles).
Figure 117: Fines/Fees Notification Profiles List
2
Click Add Fines/Fees Notification Profile to add a new profile or select Actions > Edit for an existing profile to edit a profile.
Figure 118: Fines/Fees Notification Profile
3
3Fill in the relevant fields. The fields are:
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4

Minimal amount for user (mandatory) ‐ The minimum fine to invoke the letter. Numbers only, decimals may be used.

User group ‐ The user group that is checked for fines. Leave blank to select all user groups.

Fines/fees owner ‐ The institution/library that is checked for fines. Leave blank to select all libraries. Selecting a library configures the notification to be sent only if the minimal amount threshold is owed to the selected library. Selecting multiple configures the notification to be sent if the threshold is owed to one of the selected libraries.

Fines/fees created before (days) ‐This enables setting the profile to send the notice only if the fine is owed for more than a specified period of time.

Letter send format ‐ Whether to send email, print a letter, or both.

Printer ‐ The printer to which to print the letter.
Click Save.
Configuring Other Settings
PERMISSIONS:
To configure other settings, you must have one of the following roles:

User Administrator

General System Administrator
This option enables you to customize other settings that are not specific to any other user management action.
You configure other settings on the CustomerParameters Mapping Table page (Administration > User Management Configuration > Configuration Menu > General > Other Settings).
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Figure 119: Customer Parameters Mapping Table Page (Other Settings)
The following table describes the Other Settings options:
Table 8. Other Settings Options
Parameter Key
Description
address_line1_regex (lines 1‐
5)
The valid format of lines 1‐5 in the user address.
days_password_change
The number of days (up to 9999) that a new password is valid, from the time the user is created or their password is updated. If empty, the password is valid indefinitely. The default is 90.
email_regex
The valid e‐mail format.
email_regex_display
The message displayed when entering an email address.
email_updating_new_user
Indicates whether to send the user an e‐mail upon update/
delete.
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Table 8. Other Settings Options
Parameter Key
Description
from_address
This indicates an email that will be added as the ʹfrom addressʹ when sending an email to the user using the envelope in user details.
fulfillment_network_search_
by_all
Setting this parameter to true enables walk‐in services in a fulfillment network for patrons that donʹt happen to have an ID available. The parameter must be enabled at the institution where the patron is already registered.
password_regex
The valid password format. Note that a password must be at least 8 characters long, must contain at least one uppercase letter, one lowercase letter, and one numeric digit.
password_regex_display
The message displayed when entering a password.
phone_regex
The valid phone number format.
phone_regex_display
The message displayed when entering a phone number.
photo_identifier_type
The type of user identifier from which to take the name of the photo (together with photo_server_url).
photo_server_url
The location of the user photo to be displayed in the User Details section.
photo_suffix
The file extension (such as .jpg or .gif) for user photos. This value is appended to photo URLs – if this value is not defined, the photo may not display properly.
pin_number_method
To enable the PIN number generation functionality, enter the value fourDigit (the only possible value) here. For more information on PIN number generation, see the explanation for the PIN number field in Table 2. postal_code_regex
The valid format for the postal code. NOTE:
By default, the postal code must be between 0 to 16 characters and must include only digits, capital letters, hyphens, and spaces. If you want to include periods as well, add \. following the hyphen, as follows: [A‐Z0‐
9\‐\. ]{0,16}
postal_code_regex_display
The message displayed when entering a postal code.
preferred_identifier
The preferred user identifier to be used when displaying only one identifier (for example, the ID in Manage Patron Services) and when scanning items that are on the hold shelf according to user.
primary_identifier_regex
The valid format of the primary identifier.
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Table 8. Other Settings Options
Parameter Key
Description
url_regex
The valid format of the URL. It must have a leading protocol, a valid domain name (two or three letter TLD and no invalid characters), and a valid file path.
use_pincode_for_selfcheck_
machine
Indicates whether a PIN code is used for self‐check machines.
To edit other settings:
1
On the Customer Parameters Mapping Table page (Administration > User Management Configuration > Configuration Menu > General > Other Settings), change the Table Description as required.
2
In the Mapping Table Rows section, locate the setting that you want to edit, and click Customize.
3
Modify the parameter value as required.
NOTE:
You can click Restore at any time to restore the initial parameter value.
4
Click Save to store the modified other settings in the system.
Figure 120: CustomerParameters Mapping Table Page (Other Settings)
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Configuring User Notification Types
PERMISSIONS:
To configure user notifications, you must have one of the following roles:

Letter Administrator

General System Administrator
You send notifications to users using the job Update/Notify Users. For more information, see Running Manual Jobs on Defined Sets on page 285.
The User Notifications Types table (Administration > User Management Configuration > Configuration Menu > General > User Notification Types) includes a default notification indicating that the receiver’s password was changed.
You can add additional notification types. When running an Update/Nofity Users job, you can select the notification type.
To configure notification types:
1
Add, edit, or remove notification types in the User Notifications Types table (Administration > User Management Configuration > Configuration Menu > General > User Notification Types).
Figure 121: Notification Types
2
When you are done, click Customize.
If you added a notification type, you will require its code in the following step.
3
Configure the User Notifications Letter and its fields for the Notify Password Change letter, as required:
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
Administration > General Configuration > Configuration Menu > General Configuration > Letter Emails; select Actions > Customize in the User Notifications Letter row.
Add any required fields for any additional notification types you added in step 1.
Figure 122: User Notification Letter Fields
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
Administration > General Configuration > Configuration Menu > General Configuration > Customize Letters; click Customize in the User Notifications Letter row.
Add any required XSL clauses for the new fields. For example, this is a conditional clause that inserts fields for the out‐of‐the‐box notification NOTIFY_PASSWORD_CHANGE:
<xsl:choose>
<xsl:when test="notification_data/notification_type =
'NOTIFY_PASSWORD_CHANGE' ">
<tr>
<td>
<h3>@@Line_1@@</h3>
<xsl:value-of select="notification_data/temp_password"
/>
</td>
</tr>
<tr>
<td>
<h3>@@Line_2@@</h3>
</td>
</tr>
</xsl:when>
</xsl:choose>
Figure 123: User Notification Letter
For more information, see Configuring Alma Letters on page 219.
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Configuring User Information for Pop-ups
PERMISSIONS:
To configure user information for pop‐ups, you must have one of the following roles:

User Administrator

General System Administrator
User privacy is enhanced by the ability to configure which elements of user information are revealed in patron contact pop‐up boxes. This configuration is applicable to those pop‐up boxes that are opened from within a list. Pop‐ups that appear from a borrowing or lending request are static and are not customizable. The configuration process distinguishes between Staff and Public users. The Preferred Identifier and User Group fields have been added to the list of elements that can be customized. They are disabled by default. These fields also do not appear on the pop‐ups from borrowing or lending requests.
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To configure the user information pop-up window:
1
On the User Management configuration menu (Administration > User Management Configuration > Configuration Menu), select Contact Information Pop‐up.
Figure 124: User Information Table
2
You may enable or disable a field from here. It is applicable only to the user type shown. Click Customize next to the User Type field.
3
Click the check mark next to a field. A yellow check mark is enabled and will show on the user information pop‐up.
4
Click Save.
For more information on the User Information Pop‐up Boxes, see User Information Icon in the Alma online help.
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Configuring User ID Generation
PERMISSIONS:
To configure user ID generation, you must have one of the following roles:

User Administrator

General System Administrator
This option provides an automated option for creating sequence based user IDs. When adding a new user, if you select an identifier type, Alma automatically populates the Value parameter with the appropriate preset sequencing value. For more information on adding a new user, see Adding Users on page 15.
You configure user ID generation on the User ID Generation page (Administration > User Management Configuration > Configuration Menu > General > User ID Generation).
Figure 125: User ID Generation
To configure user ID generation:
1
Select an identifier type from the drop‐down list.
The options that display in this list have been previously configured by Ex Libris (generally during implementation).
2
If your user ID requires a prefix, enter it in the Prefix field.
3
Click Set next sequence value.
4
Enter the starting sequence value in the dialog box and click Save.
5
Verify your settings and click Save.
Configuring Delete User Policy Settings
PERMISSIONS:
To configure delete user policy settings, you must have one of the following roles:
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
User Administrator

General System Administrator
This option enables you to configure the system behavior when purging/
deleting a user from Alma, which provides greater flexibility in maintaining reportable data. You can choose to retain all of a usersʹ data in the system, retain only statistical data, or remove all data from the system.
The selected setting takes effect on users deleted through the Purge Users job or API. When raising the Delete User Policy setting (that is, changing the setting to remove more data), the setting is also invoked on users previously deleted in the system.
Users that are manually deleted in Alma are fully removed from the system.
To configure Delete User Policy settings:
1
Open the Delete User Policy page (Administration > User Management Configuration > Configuration Menu > General > Delete User Policy).
Figure 21:
Figure 126: Delete User Policy Page
2
Select a delete user policy setting:

Keep Fully Reportable – The userʹs status is Deleted; all requests are canceled, and the identifying string is deactivated. The rest of the userʹs data is retained in the system.
This is the default setting when creating users in institutions previously configured with Alma.

Keep Statistics – The userʹs statistical data is retained – that is, all non‐
identifying statistical data, (such as the user group and job category) are retained, as well as data on the Statistics tab. All other data is deleted.
This is the default setting when creating users in institutions newly configured with Alma.

3
Fully Remove – Removes all user data upon deletion, including statistical data.
Click Save and Execute. The selected delete user policy is invoked for all users purged in the system, both manually and via the Purge user records job.
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Linking Users in Collaborative Networks
Configuring Linked Account Rules
PERMISSIONS:
To configure linked account rules, you must have one of the following roles:

Circulation Desk Manager (logged into a circulation desk)

Circulation Desk Operator (logged into a circulation desk)

User or General Administrator (to configure walk‐in patron account rules).
Linked account rules enable you to configure a group to which walk‐in patrons are assigned. Walk‐in patrons are patrons that belong to another institution but are part of a fulfillment network and therefore have access to the current institution.
You can configure an expiration date for the patron, either as an absolute date or as a date relative to the patron’s expiration date in the source institution. You can also configure an absolute purge date or a purge date relative to the patron’s expiration date.
You configure linked account rules on the Linked Account Rules page (Administration > User Management Configuration > Configuration Menu > Collaborative Networks > Linked Account Rules).
Figure 127: Linked Account Rules Page – Rules List
The Linked Account Rules page displays:

details about the linked account rules

a list of the linked account rules that are defined for the institution

a group of input fields that enable you to define and create a new linked account rule

the default linked account rule
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You can perform the following actions on this page:

Adding a linked account rule (see To add a linked account rules for a walk‐
in patron: below)

Editing a linked account rule (Actions > Edit)

Duplicating a linked account rule (Actions > Duplicate and edit the relevant fields)

Deleting a linked account rule (Actions > Delete)

Editing the default linked account rule (click Edit in the Default Rule section)
To add a linked account rules for a walk-in patron:
1
On the Linked Account Rules page (Administration > User Management Configuration > Configuration Menu > Collaborative Networks > Linked Account Rules), click Add Rule. The Linked Account Rules page displays.
Figure 128: Linked Account Rules Page
2
Enter the name of the rule in the Name field.
3
Enter a description of the rule in the Description field.
4
In the Input Parameters section, select Source Institution (the institution with which the walk‐in patron is associated) in the Name field and select an operator and value for the parameter.
For example: Source Institution = Eastern State
NOTE:
The institutions displayed in the Value drop down list include institutions that are part of a collaborative network, as well as institutions that are part of a fulfillment network.
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5
In the Output Parameters section, select a user group to which the walk‐in patron will be assigned and optionally, an absolute or relative expiration date and/or purge date for the patron. For example, you may select Master’s student as the user group and a purge date of May 13, 2015.
In the Resource Sharing Library field, select a resource sharing library to be assigned to any new linked user that is created when a walk‐in loan is performed.
6
Click Save. The rule is added to the list of rules on the Linked Account Rules page.
Rules are considered in the order in which they are listed on this page. The first rule whose criteria are met by the walk‐in patron is applied to the patron. If no rule’s criteria are met, the default rule takes effect.
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5
Advanced Tools
This section includes:

HealthCheck Tool on page 163
HealthCheck Tool
PERMISSIONS:
The General Administrator role can access this feature.
Alma provides a HealthCheck tool that allows Alma administrators to identify whether any issues exist with their configuration, such as potential configuration inconsistencies, errors, and defined functional anomalies.
To access the HealthCheck tool:
From the Alma main menu, select Administration > Advanced Tools > HealthCheck Dashboard. The HealthCheck Dashboard appears.
Figure 129: HealthCheck Dashboard
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The System Status section lists the information of the last job run. Click Report to display the report of the last job run.
The HealthCheck tool can be run manually or automatically on a fixed schedule.
To run the HealthCheck tool manually:
1
2
From the Entity Name section, select the functional areas on which you want to run the HealthCheck tool. The available options are:

Fulfillment

Acquisitions

User management
Click Run.
To schedule a recurring run of the HealthCheck tool:
1
Select Active.
2
Select one of the following options from the Scheduling drop‐down list:

Every Monday at 6:00

On the 02 of every month
3
Click Email Notifications to have a report of the job sent to an email address.
4
Click Save.
NOTE:
Scheduled jobs run on all functional areas.
To view job and test reports:
1
As the job runs, the results appears under the Job History section. Click Refresh as the job runs to refresh the results.
2
Click View to display a job report. For example:
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Figure 130: Job Report
3
Click a functional area to display a list of the tests run on that area and the number of failures.
NOTE:
The number of failures per test is limited to 100.
4
Click View Error Events to display a description of the test error. For example:
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Figure 131: Events Report
The following table lists the tests that are run by the HealthCheck tool: Table 9. HealthCheck Tool Tests
Test
Description
Fulfillment
Physical locations have fulfillment units
Checks if there is a physical location with at least one physical holdings that is not attached to any fulfillment unit. Fulfillment units have no request policy conflicts
Checks if there are conflicts in the fulfillment unit between the request policy and the terms of use rules.
Libraries have standard opening hours
Checks for each library if there are standard opening hours in the calendar.
Physical locations are associated with circulation desks
Checks if there are physical locations without circulation desks.
Library relationships are mutual
Checks if library relationships are mutual ‐ the library is circulated by the library that delivers to it.
Self‐Check circulation desks have an SC profile
Checks if there is a self‐check circulation desk without a profile or a terminal password.
Libraries have a primary circulation desk
Checks that each library that circulates for other libraries has a primary circulation desk.
Circulation desks have a request/circulation operator
On pick up from shelf circulation desk, checks that there is a request operator..
Checks that for each circulation desk there is a circulation desk operator.
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Table 9. HealthCheck Tool Tests
Test
Description
Item policies are configured in the Item Policy code table
Checks that all items policies exist in the configuration item policy code table.
External patron able to create a request
Checks that external patrons can create a request through a discovery system (for example, Primo)?
Acquisitions
Vendor EDI profiles have valid FTP connection details
Tests the FTP connection to all vendor with an EDI profile.
Reporting codes for funds and invoices/orders match
Checks that the invoice line reporting code and its fund reporting code are the same.
Checks that the PO Line reporting code and its fund reporting code are the same.
Active vendors have addresses and email addresses
Checks if there are vendors that are missing address or an email. PO line currencies are configured
Checks that all PO line currency is defined in the Currency Subset configuration table.
PO Line – New orders have been created in the last month (EOD or manually)
Checks if it is possible to create an order when using an EOD profile.
Sufficient permissions to create an invoice (manually and/or batch)
Checks if it is possible to create an invoice.
History of the exporting an invoice for payment job found
Checks if it is possible to export invoices for payment.
ACQ work order department definitions exist and operator roles are assigned.
Checks that all libraries assign to an acquisition department and that operator is assign to the department.
Global e–resources are activated
Checks in DB that portfolios and e‐collections were activated.
Checks that there are operators in the library that can activate e‐resources.
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Table 9. HealthCheck Tool Tests
Test
Description
An active fiscal period and active funds for active fiscal period exist
Checks that all active POs have active funds.
User Management
User Groups that are configured
Checks if there is user group that is not defined in the configuration table.
The list of user groups has patron limits
Checks that all user group has patron limits.
Users have patron roles
Checks that all users have a patron role.
User block definitions defined properly
Checks if there user block definitions that are not define in User Block Description configuration table or Block to Blocked Actions configuration table.
Staff users are defined and users have been updated manually in the last month
Checks that users can be managed in Alma
The SIS FTP connection is working and users have been updated manually in last month
Checks the integration between Alma and the student management system Resource Management
Able to import new records?
Checks that FTP are configured for import profiles and tests them, checks in job history that import profiles successfully ran in the last month, and checks that the user is assigned the following three roles: ADMINISTRATION, REPOSIT_ADMIN, and CATALOGING_CONFIGURATION
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Configuring General Alma Functions
This section includes:

Configuring General Activities on page 169

Libraries on page 172

Locations on page 189

Work Orders and Departments on page 190

External Systems on page 203

Branding/Logo on page 217

Configuring Alma Letters on page 219

Configuring Other Settings on page 261

Configuring Institution Languages on page 267

Configuring CRM Contacts on page 268

Staff Login Report on page 269

Widgets on page 270

Security on page 274

Importing Information to Code Tables on page 279
Configuring General Activities
PERMISSIONS:
To configure general activities, you must have the following role:

General System Administrator
You configure the various general activities from the Configuration page (Administration > General Configuration > Configuration Menu).
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On the Configuration page, the following information is displayed:

You are configuring drop‐down list, which enables you to configure options for the entire institution or libraries within the institution. Although most options are configured for the entire institution, some of the options may permit you to override or add settings per library, and some options may require you to configure them at the library‐level only. Refer to Organizational Topologies (in the online help) for additional information regarding Alma organizational levels. 
List of the available configuration options, which are detailed in the following table:
Table 10. Configuration Options
Section
Configuration
Item
Configuration
Level
Refer To:
Libraries
Add a library or edit library information
Institution
Managing Institutions and Libraries on page 172
Relationships
Institution/
Library
Configuring General Relationships on page 184
Define Campuses
Institution
Configuring Campuses on page 184
Physical Locations
Library
Configuring Physical Locations on page 189
Remote Storage
Institution
Configuring Remote Storage Facilities on page 190
Work Order Types
Institution/
Library
Configuring Work Order Types on page 191
Work Order Departments
Institution/
Library
Configuring Work Order Departments on page 200
Integration Profiles
Institution
Configuring Integration Profiles on page 204
S/FTP Definitions
Institution
Configuring S/FTP Connections on page 208
Allowed Emails
Institution
Configuring Allowed Emails on page 212
Allowed S/FTP connections
Institution
Configuring Allowed S/FTP Connections During Testing on page 215
Locations
Work Orders and Departments
External Systems
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Table 10. Configuration Options
Section
Configuration
Item
Configuration
Level
Refer To:
Branding/Logo
Alma Logo and Color Scheme
Institution
Configuring Alma Branding on page 217
Delivery System Skins
Institution
Configuring Skins on page 219
Letter Emails
Institution
Configuring Letter Labels on page 238
Letter Activity
Institution
Enabling/Disabling Letters on page 234
Notification Template
Institution
Testing the Output of a Letter on page 249
XML to Letter Admin
Institution
Viewing a Letter’s Source XML on page 236
Customize Letters
Institution
Customizing Letter XSL Style Sheets on page 245
Other Settings
Institution
Configuring Other Settings on page 261
Institution Languages
Institution
Configuring Institution Languages on page 267
Home Page Notifications
Institution
Configuring the Home Page Notification Widget on page 272
CRM Contacts
Institution
Configuring CRM Contacts on page 268
Staff Login Report
Institution
Staff Login Report on page 269
Customized Widgets
Institution
Configuring Widgets on page 270
Primo Widgets:
Institution
Configuring Primo Widgets on page 273
General Configuration
Widgets
 Primo Widget Search Fields
 Primo Widget Search Precision
 Primo Widget Configuration
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Table 10. Configuration Options
Section
Configuration
Item
Configuration
Level
Refer To:
Configure Other Modules (refer to the other guides)
Acquisitions – Opens the Acquisitions Configuration page (Acquisitions > Acquisitions Configuration > Configuration Menu). page 83
Resource Management – Opens the Resource Management Configuration page (Resource Management > Resource Configuration > Configuration Menu).
Refer to Configuring Resource Management in the Alma Resource Management Guide
Fulfillment – Opens the Fulfillment Configuration page (Fulfillment > Fulfillment Configuration > Configuration Menu).
Security
User Management – Opens the User Management Configuration page (Administration > User Management Configuration > Configuration Menu).
Configuring User Management on page 89
IP Group Configuration
Institution
Configuring IP Group Configuration on page 274
Login Restriction Configuration
Institution
Configuring Login Restriction Configuration on page 276
Libraries
This section contains the following topics:

Managing Institutions and Libraries on page 172

Configuring General Relationships on page 184

Configuring Campuses on page 184
Managing Institutions and Libraries
PERMISSIONS:
To manage institutions and libraries, you must have the following role:

General System Administrator
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Each Alma installation is composed of a single institution that includes one or more libraries (refer to Organizational Topologies (in the online help) for more information). Each customer is assigned a customer code and institution code by Ex Libris. Library codes can be configured by customers.
You manage institutions and libraries from the Organization Unit Details page (Administration > General Configuration > Configuration Menu > Libraries > Add a Library or Edit Library Information):
Figure 22:
Figure 132: Organization Unit Details Page
On the Organization Unit Details page (for an institution), the following tabs appear:

Summary – Enables you to display and edit the general details of the institution.

Library – Enables you to display and edit the details of the libraries in the institution.

Contact Information – Enables you to display and edit the contact information for the institution, including physical addresses, phone numbers, and email addresses.

Calendar Management – Enables you to configure the hours during which the institution is open or closed.
The organizational structure is indicated in the Path column on the Libraries tab/List of Libraries page (Administration > General Configuration > Configuration Menu > Libraries > Add a Library or Edit Library Information, click the Libraries tab).
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Figure 23:
Figure 133: List of Libraries Page
The Path column contains the customer code, institution code, and library code elements. For example, if your customer code is EXLDEV1, your institutional code is EXLDEV1_INST, and if your library code is UARCV, the path is listed as EXLDEV1.EXLDEV1_INST.UARCV. You can configure or manage the following for your institution:

General information

Library details

Contact information

Calendar details
For details on configuring information for a resource sharing library, refer to the procedure To configure resource sharing library information: in the Alma Fulfillment Guide.
The following actions can be performed on this page:

Editing the institution’s details (see Editing the Institution’s Details, below)

Adding/Editing Institution Libraries (see Adding/Editing Institution Libraries on page 175)

Editing Contact Details (see Editing Contact Details on page 177)

Adding/Editing Calendar Details (see Adding/Editing Calendar Details on page 179)

Adding/Editing IP Definitions for a Library (see Adding/Editing IP Definitions for a Library on page 182)
Editing the Institution’s Details
You can edit the name and description of the institution.
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NOTE:
To update this information in Primo, see Configuring the Primo Institution in the Alma‐Primo Integration Guide.
To edit the institution’s details:
1
On the Organization Unit Details page (Administration > General Configuration > Configuration Menu > Libraries > Add a Library or Edit Library Information), in the Summary tab, modify the name (required) and description (optional) of the institution. The code is automatically assigned to you by Ex Libris.
Figure 24:
Figure 134: Organization Unit Details Page
2
Click Save.
Adding/Editing Institution Libraries
You can add a library to an institution, or modify the details of the libraries in your institution. NOTE:
To update this information in Primo, see Viewing and Exporting the Alma Libraries in the Alma‐Primo Integration Guide.
To add/edit libraries:
1
On the Organization Unit Details page (Administration > General Configuration > Configuration Menu > Libraries > Add a Library or Edit 175
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Library Information), click the Libraries tab. The List of Libraries page opens.
Figure 25:
Figure 135: List of Libraries Page (Libraries Tab)
2
Add, edit, delete, and/or view library information using the following procedures:
a
To add a library, click the Add a Library button. On the Add an Organization Unit page, enter a name, code, and (optionally) description for the library, and click Save. The library code is appended to the path (organizational structure) indicated. For example, if your customer code is EXLDEV1, your institutional code is EXLDEV1_INST, and you have entered UARCV as your library code, the path is listed as EXLDEV1.EXLDEV1_INST.UARCV. b
To edit a library, select Actions > Edit for the library that you want to update.
 In the Summary tab, modify the library details as required. Select the following defaults for a library:
– A default location for Acquisitions – The default location in which items/holdings are created when a physical PO line is created for the library. If this is not defined, the item/holdings will not be automatically created and will need to be added manually.
– A default proxy profile
Identify the campus associated with the library. Note that a library can be associated with only one campus.
Expand the Resource Sharing Information section and select Is resource sharing library to designate the library as a resource sharing library. For details on configuring the fields in this section, 176
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see To configure resource sharing library information: in the Alma Fulfillment Guide.
 Click the Contact Information tab to define specific library contact details. See Editing Contact Details on page 177 for detailed information on this tab.
 Click the Calendar Management tab to define specific library calendar details. See Adding/Editing Calendar Details on page 179 for detailed information on this tab.  Click the IP Definitions tab to define specific IP version and match criteria. For more information on the IP Definitions tab, see Adding/
Editing IP Definitions for a Library on page 182.
 Click Save.
3
c
To delete a library, select Actions > Delete for the library that you want to delete, and click Confirm in the Confirmation Message dialog box.
d
To view the details of a library, select Actions > View for the library that you want to view, and click View. The Organization Unit Details page opens and displays the details of the selected library.
Click Save.
Editing Contact Details
You can modify the contact details of the institution or library, including physical addresses, phone numbers, and email addresses. To edit contact details:
1
On the Organization Unit Details page (Administration > General Configuration > Configuration Menu > Libraries > Add a Library or Edit Library Information), click the Contact Information tab to add, update, or 177
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delete contact information for the institution. The Organization Unit Contact Information page opens.
Figure 26:
Figure 136: Organization Unit Contact Information Page (Contact Information Tab)
2
Modify the address details as required.

To add an address, click the Add Address button. In the Add Address dialog box, enter the address details, and click Add if you want to add more addresses, or Add and Close if you do not want to add more addresses.
NOTE:
The Shipping address type is mandatory for ISO enabled resource sharing libraries. When an ISO request is sent, it includes the Shipping address as the address to which the request should be shipped. The lender, when shipping digitally, ships to this address. 3

To edit an address, select Actions > Edit for the address that you want to update. On the Address List page, modify the address details as required, and click Save.

To delete an address, select Actions > Delete for the address that you want to delete, and click Confirm in the Confirmation Message dialog box.

To duplicate an address, select Actions > Duplicate for the address that you want to duplicate, and then edit the address as required.
Modify the phone number details as required.

To add a phone number, click the Add Phone Number button. In the Add Phone Number dialog box, enter the phone number, and click Add if you want to add more phone numbers, or Add and Close if you do not want to add more phone numbers.

To edit a phone number, select Actions > Edit for the phone number that you want to update. On the Phone Numbers List page, modify the phone number details as required, and click Save.
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4
5

To delete a phone number, select Actions > Delete for the phone number that you want to delete, and click Confirm in the Confirmation Message dialog box.

To duplicate a phone number, select Actions > Duplicate for the phone number that you want to duplicate, and then edit the phone number as required.
Modify the email address details as required.

To add an email address, click the Add Email Address button. In the Add Email Address dialog box, enter the email address, and click Add if you want to add more email addresses, or Add and Close if you do not want to add more email addresses.

To edit an email address, select Actions > Edit for the email address that you want to update. On the Email List page, modify the email address details as required, and click Save.

To delete an email address, select Actions > Delete for the email address that you want to delete, and click Confirm in the Confirmation Message dialog box.

To duplicate an email address, select Actions > Duplicate for the email address that you want to duplicate, and then edit the email address as required.
Click Save.
Adding/Editing Calendar Details
PERMISSIONS:
The following roles can add or edit calendar details:

Fulfillment Administrator

General System Administrator
You can add to or modify the calendar details of the institution or library, enabling you to configure the hours during which the institution is open or closed. The calendar details defined at the institution level are applicable to the libraries within the institutions, unless separate calendar details are defined at the library level. For example, if an institution is configured to be closed on January 1, all of the institution’s libraries are closed by default. However, if a specific library within the institution is configured to be open on January 1, the library‐level configuration takes precedence over the institution‐level configuration, and that library is open on January 1.
Actions performed on this page generate the Apply Calendar Changes job, which completes the actions. You can monitor the Apply Calendar Changes job 179
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on the Monitor Jobs page. For more information, see Viewing Running Jobs on page 331).
NOTE:
The library opening and closing hours are used by the system to effect the loan due dates. They do not have to match the actual hours at which the library physically opens or closes. For example, if a loan should not be issued past 6:00 PM, configure the library closing time to be 6:00 PM even if the library physically closes later in the evening.
To add/edit calendar details:
1
On the Organization Unit Details page (Administration > General Configuration > Configuration Menu > Libraries > Add a Library or Edit Library Information), click the Calendar Management tab. The Calendar Management page opens.
Figure 27:
Figure 137: Calendar Management Page (Calendar Management Tab)
2
To add a calendar record, click the Add Record button.
3
In the Add Record dialog box, locate the Record type field and select the type of operating hours to add (required):

Event – Special dates, such as the end of the year, the end of the semester, or an exhibition. Events appear in the library’s calendar, but do not indicate whether the library is open or closed.

Exception – Exceptions for open/closed dates and times, such as holidays

Standard Operating Hours – Regular dates and times during which the library is open, based on a day of the week
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Figure 138: Add Record Dialog Box
NOTE:
Only one Standard Opening Hours record can be defined for a given time period. To define alternative opening hours for specific days, such as holidays, you must define Open/Closed Exception records. For example, if the library is generally open on Mondays from 9:00‐19:00, but on the first Monday in July there is a national holiday and the library is open only from 12:00‐17:00, you would define two Closed Exception records for this day, one for 9:00‐12:00 and the other for 17:00‐19:00. 4
Enter the following details:

When defining an event record:
 whether the event recurs
 the recurrence type, such as weekly or yearly – for recurring events only
 the day of the week – for recurring events only (required)
 a description of the event (required)
 the date on which the record is valid (required)
 the time of the event
 the date until which the record is valid – for recurring events only

When defining an exception record:
 the status, such as, open or closed (required)
 the day of the week  a description of the exception (required)
 the dates between which the record is valid (required)
 the hours for which the record applies

When defining a standard operating hours record (all fields are required):
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 the day of the week to which the record applies
 the hours for which the record applies
5
Click Add and Close to close the dialog box. A new record is added to the list of records in the Calendar Management tab.
6
To edit a calendar record, select Actions > Edit for a record. The Calendar Management page opens, where you can modify the fields described in step 4, above.
NOTE:
When editing a calendar record, you cannot modify the Record type value.
7
To delete a calendar record, select Actions > Remove for the set of calendar hours that you want to delete, and click Confirm in the Confirmation Message dialog box.
8
Click Save. IMPORTANT:
To apply the changes you have made, you must click Apply Changes (once to cover all changes). The changes are then applied by the Apply Calendar Changes job (see Viewing Running Jobs on page 331).
IMPORTANT:
If you have configured overdue fine policies that take open days into account (that is, whose Unit of measurement is either Open Days, Exact Open Days, or Open Hours), changing a library’s open/closed hours retroactively may adversely affect fines that have been accrued for overdue items.
Adding/Editing IP Definitions for a Library
You can add an IP address to a library (refer to the procedure To add IP definitions: on page 183), or modify the details of a library’s existing IP address using Actions > Edit for the IP definition to be modified. The specified IP addresses indicate the machines from which access to the library is permitted, and are also used when configuring holdings by IP location in a Locations Ordering Profile (see Configuring Locations Ordering Profiles in the Alma Fulfillment Guide).
Once you have configured library IP definitions, you can then configure groups with which library resources are associated using the Alma Available For functionality (see Configuring Management Groups for Multicampus Environments on page 921 in the Alma Resource Management Guide). The IP addresses of the libraries associated with the groups are the machines that can access resources that are associated with the groups. Resources are added to 182
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groups on the Electronic Service Editor page, via the Available For tab (see Modifying a Service on page 428 or Modifying a Portfolio Using the Electronic Portfolio Editor on page 464 in the Alma Resource Management Guide).
To add IP definitions:
1
On the Organization Unit Details page (Administration > General Configuration > Configuration Menu > Libraries > Add a Library or Edit Library Information), click the Libraries tab and select Actions > Edit for a library. The Organization Unit Details page for a library opens.
2
Click the IP Definitions tab. The IP Definitions page opens.
Figure 139: IP Definitions Page
3
Click Add IP Definition. The Add IP Definition dialog box opens.
Figure 140: Add IP Definition Dialog Box
4
Select an IP version from the drop‐down list and enter the matching IP address. 5
Click Add or Add and Close. The new IP definition displays on the IP Definitions page with the information that you entered.
Figure 141: IP Definitions Page with IP Address
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Configuring General Relationships
PERMISSIONS:
To configure general relationships, you must have the following role:

General System Administrator
You configure general relationships on the Organizational Units Relations Setup page (Administration > General Configuration > Configuration Menu > Libraries > Relationships).
For information on configuring general relationships, see Configuring Fulfillment Relationships in the Alma Fulfillment Guide.
Configuring Campuses
PERMISSIONS:
To configure campuses, you must have the following roles:

General System Administrator
Each Alma installation is composed of a single institution that includes one or more campuses. This section describes how to manage the following campus details:

General information

Libraries that are associated with the campus

IP addresses from which access to the campus is permitted
You configure campuses on the Campus List page (Administration > General Configuration > Configuration Menu > Libraries > Define Campuses).
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Figure 142: Campus List Page
You can perform the following actions on this page:

Adding a Campus (see Adding a Campus on page 185)

Editing Campus Details (see Editing a Campus on page 186)

Viewing Campus Details (Actions > View)

Deleting Campus Details (Actions > Delete)
Adding a Campus
Adding a new campus configuration enables you to define the following:

Campus code

Campus name

Campus description

Proxy
To configure campus IP definitions and specify the libraries that are served by the campus, you must first add the campus definition and then edit (Actions > Edit) the campus that you configured (see Editing a Campus on page 186).
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To add a new campus:
1
On the Campus List page (Administration > General Configuration > Configuration Menu > Libraries > Define Campuses), click the Add Campus button. The Add Campus dialog box opens.
Figure 28:
Figure 143: Add Campus Dialog Box
2
In the Code field, enter a campus code.
3
In the Name field, enter a campus name.
4
Optionally, in the Description field, enter a campus description.
5
In the Proxy drop‐down list, select a proxy to be used as the campus‐level default proxy. The proxy options displayed in the drop‐down list are defined in your Integration Profiles (Administration > General Configuration > Configuration Menu > External Systems > Integration Profiles, locate the Resolver Proxy integration type).
6
Click Add to add the new campus and add another campus, or click Add and Close to add the new campus and return to the Campus List page.
Editing a Campus
Editing a campus enables you to modify or add the following information:

General details

Libraries served by the campus

IP definitions
To edit a campus:
1
On the Campus List page (Administration > General Configuration > Configuration Menu > Libraries > Define Campuses), 186
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select Actions > Edit for the specific campus record whose information you want to update. The Campus page opens.
Figure 29:
Figure 144: Campus Page
2
In the General Details tab, edit the campus information as required. For details on the fields displayed on this page, see Adding a Campus on page 185.
3
Click the Served Libraries tab to attach or remove libraries to the campus that you are editing. The Served Libraries page opens.
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Figure 30:
Figure 145: Served Libraries Page

To attach/add a library to the campus, select a library from the Search Library list and click Attach Library. The library displays in the list of served libraries.
NOTE:
A library can be associated with only one campus.

4
To remove a library, click the Remove button in the row of the library you want to delete and click Confirm in the Confirmation Message dialog box to complete the process.
Click the IP Definitions tab to add, edit, or delete IP definitions associated with the campus. The IP definitions you configure identify the machines from which access to the campus is permitted, and are also used when configuring holdings by IP location in a Locations Ordering Profile (see Configuring Locations Ordering Profiles in the Alma Fulfillment Guide).
When you click Add IP Definition, the Add IP Definition dialog box opens.
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Figure 31:
Figure 146: Add IP Definition Dialog Box
Select an IP version in the IP version field, and enter an IP address or IP address range (two valid IP addresses separated by a hyphen) in the IP match criteria field. Click Add or Add and Close. NOTE:
Subsequently, you can configure groups with which campus resources are associated (see Configuring Management Groups for Multicampus Environments on page 921 in the Alma Resource Management Guide and refer to Configuring Inventory Available For Management Groups for Collaborative Environments on page 48). The IP addresses of the campuses associated with the groups represent the machines that can access resources associated with the groups. Resources are added to groups on the Electronic Service Editor page, via the Group Settings tab (see Modifying a Service on page 428 or Modifying a Portfolio Using the Electronic Portfolio Editor on page 464 in the Alma Resource Management Guide).
5
Click Save.
Locations
This section contains the following topics:

Configuring Physical Locations on page 189

Configuring Remote Storage Facilities on page 190
Configuring Physical Locations
PERMISSIONS:
To configure physical locations, you must have the following role:

General System Administrator
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You configure physical locations on the Physical Locations List page (Administration > General Configuration > Configuration Menu > Locations > Physical Locations). The Physical Locations option is enabled only when you select a library in the You are configuring: drop down list at the top of the Configuration page (Administration > General Configuration > Configuration Menu).
For information on configuring physical locations, see Configuring Physical Locations in the Alma Fulfillment Guide.
Configuring Remote Storage Facilities
PERMISSIONS:
To configure the remote storage facilities, you must have the following role:

General System Administrator
You configure remote storage facilities on the Remote Storage page (Administration > General Configuration > Configuration Menu > Locations > Remote Storage).
Figure 147: Remote Storage List Page
For information on configuring remote storage facilities, see Configuring Remote Storage Facilities in the Alma Fulfillment Guide.
Work Orders and Departments
This section contains the following topics:

Configuring Work Order Types on page 191

Configuring Work Order Type Statuses on page 198

Configuring Work Order Departments on page 200
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Configuring Work Order Types
PERMISSIONS:
To configure work order types, you must have the following role:

General System Administrator
A work order type indicates the type of library process to be carried out on a resource, such as binding or cataloging. You configure work order types on from the Work Order Types page (Administration > General Configuration > Configuration Menu > Work Orders and Departments > Work Order Types).
Figure 32:
Figure 148: Work Order Types Page
Work orders are specifically for processing physical items and can be initiated from the List of Items page (see Using the List of Items in the Alma Resource Management Guide). 191
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Figure 33:
Figure 149: Work Order Request (Actions > Work Order) on the List of Items Page
The following actions can be performed on the Work Order Types page:

Add a work order type (refer to Adding a Work Order Type on page 193)

Add, edit, or delete departments (Actions > Manage Departments; see Adding a Department on page 194)

Add or remove statuses (Actions > Manage Statuses)

Edit a work order type (Actions > Edit)

Delete a work order type (Actions > Remove)
Once you have created a work order type, you can then configure one or more of the following:

Departments (refer to Configuring Work Order Departments on page 200)

Statuses (refer to Configuring Work Order Type Statuses on page 198)
Having work order types configured enables you to monitor physical items with work requests and identify their processing status (refer to Managing Requests and Work Orders in the Alma Fulfillment Guide).
NOTE:
For more information on Alma work orders, refer to the Work Orders and Managing Physical Processes document under Alma > Product Documentation > Fulfillment > How To Documents and Presentations in the Documentation Center. You must be logged in to the Documentation Center to access this information.
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Adding a Work Order Type
When you create a work order type, you define the following:

Work order code

Work order name

Description (optional)

A recall request to be sent to the patron (optional)
After creating a work order type, you can specify which departments and statuses are associated with the work order type. For details, refer to Configuring Work Order Departments on page 200 and Adding a Work Order Type Status on page 199.
To add a work order type:
1
On the Work Order Types page (Administration > General Configuration > Configuration Menu > Work Orders and Departments > Work Order Types), click the Add Work Order Type button. The Add Work Order Type dialog box opens.
Figure 34:
Figure 150: Add Work Order Type Dialog Box
2
In the Add Work Order Type dialog box, specify the following:

Work order type code

Work order type name

Description

Recalls – Loans of this type of work order requires an item to be returned more quickly. Selecting this option causes a recall request (Lending Recall Email Letter) to be sent to the patron that has borrowed the item. To configure the request, see Configuring Alma Letters on page 219.
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3
Click Add or Add and Close.
Adding a Department
When you create a work order department, you define the following:

General details

Department code

Department name

Description

Work time (in days)

Map (URL link)

Printer

Served libraries

Contact information


Addresses

Phone numbers

Email addresses
Operators (Alma operator user IDs)
To add a department:
1
Access the Department List page in one of the following ways:

Select Actions > Manage Departments for a specific work order type/
row on the Work Order Types page (Administration > General Configuration > Configuration Menu > Work Orders and Departments > Work Order Types)

Select Administration > General Configuration > Configuration Menu > Work Orders and Departments > Work Order Departments (see Configuring Work Order Departments on page 200)
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Figure 35:
Figure 151: Department List Page
2
On the Department List page, click the Add Department button.
3
Confirm/identify the work order type to be associated with the department. The department configuration must be associated with a specific work order type.
If you accessed the Department List page from the Work Order Types page using a work order type row action (Actions > Manage Departments), you have already identified the work order type with which the department is to be associated. However, if you accessed the Department List page from the Work Order Departments link on the Configuration page (Administration > General Configuration > Configuration Menu > Work Orders and Departments), clicking the Add Department button opens a list of work order types from which you need to select one.
The General Information page opens. This is the first page of the Add Department wizard.
Figure 36:
Figure 152: General Information Page
4
Enter the general information details for the work order department that you are creating using the descriptions in the table below.
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Table 11. Department – General Information Fields
Field
Description
Code
Enter a code for the work order department that you are creating.
Name
Enter the name that you want to display in the drop‐
down list for Target Destination when you create a work order (see Creating a Work Order Request in the Alma Fulfillment Guide).
Description
A textual description of the department.
Work Time (days)
Enter the number of days that you want used to calculate the Expiration Date that displays on the Resource Request Monitoring page for the item being processed. If the field is left blank or set to 0, a default of 7 days is used.
For details see Managing Requests and Work Orders in the Alma Fulfillment Guide.
Map
The URL of a map to assist patrons in finding the department.
Printer
The printer that is associated with the department can be selected from the Printer list. The department prints all non‐automated print jobs on this printer. 5
Click Next. The Served Libraries page opens.
Figure 37:
Figure 153: Served Libraries Page
NOTE:
When configuring a department for an institution, the department applies to all of the institution’s libraries. Therefore, configuring Served Libraries 196
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is not relevant when working on the institution level. In such cases, continue with step 7.
6
From the Search library drop‐down list, select a library that you want attached to the department, and click Attach Library. The attached library appears in the Name column.
7
Click Next. The Contact Information page opens.
Figure 38:
Figure 154: Contact Information Page
8
Click the relevant button (Add Address, Add Phone Number, or Add Email Address) to enter the address (primary, queries, or shipping), phone number, or email information for the work order department that you are creating.
9
Click Next. The Operators page opens.
Figure 39:
Figure 155: Operators Page
10 Add an operator to be associated with the work order department that you are creating by clicking Add Operator. The Add Operator dialog box opens.
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Figure 40:
Figure 156: Add Operator Dialog Box
Use the browse/search icon to locate the Alma user ID for the operator that you want to add. Click Add or Add and Close to add the operator to the Operators page.
The specified operator receives the Work Order Operator role for the work order department. If no operators are specified, no user has this role for the department, unless they are assigned the Work Order Operator role for the work order department in User Management (see Managing User Roles on page 57).
11 Click Save. The department is added to the Department List.
Figure 41:
Figure 157: Department List Page
Departments that serve as work order departments for a circulation desk are indicated by a yellow check mark in the Managed by Circulation Desk column. For details on defining a circulation desk as a work order department, see Adding a Circulation Desk in the Alma Fulfillment Guide.
To edit a department, click Actions > Edit on the Department List page.
Configuring Work Order Type Statuses
Work order type statuses enable you to define processing stages for work orders that you can use to monitor the progress of a work order request. For details regarding monitoring requests in Alma, see Managing Requests and Work Orders in the Alma Fulfillment Guide.
On the Work Order Type Statuses page, you can perform the following actions:

Add a status (see Adding a Work Order Type Status on page 199)

Remove a status (click Remove)
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Figure 42:
Figure 158: Work Order Type Statuses Page
Adding a Work Order Type Status
The work order type status definition/configuration is associated with a specific work order type that you have previously configured and saved that displays on the Work Order Types page. A work order type must have at least one status with which it is associated.
To add a work order type status:
1
On the Work Order Types page (Administration > General Configuration > Configuration Menu > Work Orders and Departments > Work Order Types), select Actions > Manage Statuses for a specific work order type to access the Work Order Type Statuses page.
Figure 43:
Figure 159: Manage Statuses Action
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Figure 44:
Figure 160: Work Order Type Statuses Page
2
On the Work Order Type Statuses page, click the Add Status button. The Add Status dialog box opens.
Figure 161: Add Status Dialog Box
3
Enter the code, name, and description for the status that you are creating and click Add or Add and Close. The status is added to the Work Order Type Statuses page.
Configuring Work Order Departments
PERMISSIONS:
To configure work order departments, you must have the following role:

General System Administrator
A work order department configuration defines the following information:
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
General details

Department code

Department name

Description

Work time (in days)

Map (URL link)

Printer

Served libraries

Contact information


Addresses

Phone numbers

Email addresses
Operators (Alma operator user IDs)
This information provides details regarding work order processing such who is handling it and where.
You configure work order departments on the Department List page (Administration > General Configuration > Configuration Menu > Work Orders and Departments > Work Order Departments).
Figure 45:
Figure 162: Department List Page
You can perform the following actions on this page:

Add a department (see Adding a Department on page 202)
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
Edit a department (Actions > Edit; see Editing Details of a Department on page 203)

Delete a department (Actions > Delete)
NOTE:
For more information related to Alma work order departments, refer to the Work Orders and Managing Physical Processes document under Alma > Product Documentation > Fulfillment > How To Documents and Presentations in the Documentation Center. You must be logged in to the Documentation Center to access this information.
Adding a Department
The work order department identifies who is responsible for handling the work order request and other criteria related to the department such as address, phone number, printer, map URL (for locating the department), and so forth. A department added to an institution can be accessed by all libraries in the institution, while a department added to a library can be accessed by the owning library and its served libraries.
To add a department:
1
Access the Department List page (Administration > General Configuration > Configuration Menu > Work Orders and Departments section > Work Order Departments).
Figure 46:
Figure 163: Department List Page
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NOTE:
You can also access the Department List page by selecting Actions > Manage Departments for a specific work order type/row on the Work Order Types page (Administration > General Configuration > Configuration Menu > Work Orders and Departments section > Work Order Types).
2
On the Department List page, click the Add Department button and select the work order type from the list displayed (when there is more than one work order type configured) to associate with the department that you are creating. The department configuration must be associated with a specific work order type.
3
Continue with step 4 under Adding a Department on page 194 that is part of the section Configuring Work Order Types on page 191.
Editing Details of a Department
Editing the settings for a department are similar to creating a department (refer to Adding a Department on page 202). Instead of being presented with a multi‐
step wizard process, the existing department information is provided on the following tabs:

General Details

Served Libraries

Contact Information

Operators
When you have created multiple departments, you will also find it useful to select a Department Type from the drop‐down list to filter the list of departments displayed on the Department List page. The Department Types that display in the drop‐down list are the Name entries for the Work Order Types that have been created and saved.
External Systems
This section contains the following topics:

Configuring Integration Profiles on page 204

Configuring S/FTP Connections on page 208

Configuring Allowed Emails on page 212

Configuring Allowed S/FTP Connections During Testing on page 215
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Configuring Integration Profiles
PERMISSIONS:
To configure integration profiles, you must have the following role:

General System Administrator
Alma integrates with external systems (such as vendor systems, Enterprise Resource Planning systems, catalog systems, remote storage systems, and so forth) using standard protocols (such as S/FTP). Some integration profiles create jobs that can be used to export information to, or import information from, an external system. Other integration profiles provide tokens and codes to use for configuration in external systems.
You configure integration profiles on the Integration Profile List page (Administration > General Configuration > Configuration Menu > External Systems > Integration Profiles).
Figure 164: Integration Profile List Page
The Integration Profile List page includes:

A filter to display integration profiles of a specified integration type

A find option that searches integration profiles by code, description, or name.

A list of the integration profiles
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Figure 165: Integration Profile List Page
You can perform the following actions on this page:

Add an integration profile (see the linked sections in the table below for instructions on each type of integration profile).

Edit an integration profile (Editing an Integration Profile on page 208)

Delete an integration profile (Actions > Delete)

View job history (Viewing Job History on page 208)
For information on adding an integration profile, see the following sections:
Table 12. Links to Information about Integration Profiles
Profile Type
Description
Authority Record Contribution
More Information (in
the Alma
Integrations with
External Systems
Guide)
For future use
Bursar
Export fines and fees to the institution’s bursar system.
Bursar Systems
CAS
Exchange authentication and authorization information for single sign‐on with an external system.
CAS‐Based Single Sign‐
On/Sign‐Off Central Catalog Integration
For future use
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Table 12. Links to Information about Integration Profiles
Profile Type
Description
More Information (in
the Alma
Integrations with
External Systems
Guide)
Course Loader
Import course from a course management system
Configuring Course Loading Discovery Interface
Configure the location map link in the Get It tab.
Configuring the Delivery Tabs Finance
Import and export orders and invoices by vendors from and to an institution’s financial system.
Financial Systems LDAP
Import information from an Lightweight Directory Access Protocol (LDAP) system.
Supporting LDAP Linked Data
Publish structured linked data.
Linked Data LTI Tool
Configure authentication between Leganto and your course management system.
Configuring Learning Tools Interoperability (LTI) New Order API
Synchronize records from a vendor’s database to a purchasing or licensing library’s offerings.
Real‐Time Integration OAI Repository Definition
Publish records as OAI types.
Setting Up OAI Integration OCLC Connexion
Import records from OCLC Connexion.
Importing Records from OCLC Connexion
Online Payment
Send payment receipt emails to the user using he WPM Education E‐
Payment System.
Configuring the WPM Education E‐Payment System in the Alma Integrations with Primo Guide (Online Payment)
Online User Update
For future use
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Table 12. Links to Information about Integration Profiles
Profile Type
Description
More Information (in
the Alma
Integrations with
External Systems
Guide)
Remote Storage
Request a resource from a remote storage location or Automated Storage and Retrieval System.
Requests to Remote Storage Facilities or Configuring the Dematic ASRS Resolver Augmentation
Configure OpelURL enrichment.
Alma Resolver Augmentation Resolver Proxy
Configure a resolver proxy definition
Resolver Proxies or OpenAthens LA Proxy Support Resource Sharing Integration
Import borrowing requests from an external system.
Importing Resource Sharing Borrowing Requests From an External System RFID
For future use
SAML
Exchange authentication and authorization information for single sign‐on with an external system.
SAML‐Based Single Sign‐On/Sign‐Off
Self Check
Configure communication between Alma and a self‐
check machine.
Self‐Check Machines SMS Communication
Configure SMS communication with patrons.
SMS Communications SRU Server
Activate SRU/SRW searching capability.
SRU/SRW Search Upload Electronic Holdings
Import and continuously update Elsevier electronic holdings.
Importing Elsevier Holdings Users
Export/import users to/
from a Student Information System.
Student Information Systems Z39.50 Server
Activate Z39.50 searching capability.
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Editing an Integration Profile
You can edit an integration profile.
To edit an integration profile:
1
On the Integration Profile List page (Administration > General Configuration > Configuration Menu > External Systems > Integration Profiles), select the integration profile using one of the following methods:

Click the code number of the profile.

Scroll to the profile and click Actions > Edit.
The General Information page appears.
Figure 47:
Figure 166: External System Page – General Information Tab
2
Modify the information on each tab, as required. For details on the Actions tab fields, see Table 12.
3
Click Save. The changes are saved on the Integration Profile List page.
Viewing Job History
For information on viewing job history, see the specific sections in the Alma Integration with External Systems Guide.
Configuring S/FTP Connections
PERMISSIONS:
To configure S/FTP connections, you must have the following role:

General System Administrator
Many connections to external systems require an S/FTP connection, which is used by Alma and the external system to transfer files between systems. Once 208
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this connection is defined, it can be assigned to the applicable integration profiles (see Configuring Integration Profiles on page 204).
NOTE:
If you are working in a sandbox environment, or in a pre‐”Go Live” Alma production environment, you must define the allowed S/FTP connections. For details, see Configuring Allowed S/FTP Connections During Testing on page 215.
You configure S/FTP connections (for institutions only) from the List of S/FTP Connections page (Administration > General Configuration > Configuration Menu > External Systems > S/FTP Definitions).
Figure 167: List of S/FTP Connections Page
The List of S/FTP Connections page includes:

A list of S/FTP connections.

A find option to search connections by description, name, or type.
You can perform the following actions on this page:

Add an S/FTP connection (see Adding S/FTP Connections on page 210)

View a defined S/FTP connection (Actions > View)

Edit a defined S/FTP connection (Actions > Edit)

Duplicate a defined S/FTP connection (Actions > Duplicate)

Delete a defined S/FTP connection (Actions > Delete)
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Adding S/FTP Connections
You can define a new S/FTP connections for use by your integration profiles.
To add a new S/FTP connection:
1
On the List of S/FTP Connections page (Administration > General Configuration > Configuration Menu > External Systems > S/FTP Definitions), click Add. The Update S/FTP Connection page appears.
Figure 48:
Figure 168: Update S/FTP Connection Page
2
Enter a name (required) and a description (optional) for the new S/FTP connection.
3
Enter information in the remaining fields, as described in the following table.
Table 13. S/FTP Connection Fields
Field
Description
Server (required)
The IP address of the server sending or receiving the files. Cannot begin with a dot, and cannot begin or end with a quotation mark.
Port (required)
The server port.
User name (required)
The user name for the connection.
Password (required)
The password for logging in.
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Table 13. S/FTP Connection Fields
Field
Description
Sub‐directory
The subdirectory in which the files are saved. The directory must be a relative path (not start with a /).
If you also specify a sub‐directory in the integration profile, this directory is concatenated onto that one. For example, if you define the system1 S/FTP connection system1 with:
 Sub‐directory – ftp
And you define an Export Bibliographic Records profile with:
 FTP configuration – system1
 FTP sub‐directory – alma
Then files transfered by this integration profile are saved in the external system’s alma/ftp directory.
NOTE:
This field cannot remain empty if you select MVS as the FTP server type. (An error message will be displayed.)
Max. number of files
Not in use. Accept the default value.
Min. number of files
Not in use. Accept the default value.
Max. file size
Not in use. Accept the default value.
Size type
The units used for the files sizes. Valid values are: GB, MB, and TB. The default value is GB.
Allow navigation
True if you want to enable access to other areas of the FTP site, or False if you do not. The default is to allow navigation (True).
FTP server secured
Whether the FTP server is secured.
NOTE:
If you select MVS as the FTP server type, do not select this. Secure MVS servers are not supported.
FTP passive mode
Whether the client IP works in passive mode.
NOTE:
The OCLC publishing integration profile requires passive mode.
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Table 13. S/FTP Connection Fields
Field
Description
FTP server type
Default or MVS. Select MVS to work with IBM’s Multiple Virtual Storage operating system.
4
Click Test FTP (recommended) to test the S/FTP connection. You should receive messages indicating that the FTP upload, download, and delete were successful. If you do not receive these messages, resolve your S/FTP connection issues before continuing.
Configuring Allowed Emails
PERMISSIONS:
To configure allowed emails, you must have the following role:

General System Administrator
IMPORTANT:
Allowed emails is not available in a regular production environment. The configuration is available and active in the sandbox environment and on the Alma production environment for customers who are still in the implementation/testing phase and are not yet configuration certified.
You can define specific email addresses/domains to use for your institutionʹs communication during testing. This avoids any stray communications.
NOTE:
When the table is accessible during testing, do not fully delete the entries in it, since emptying the table allows unrestricted S/FTP communication with any defined S/FTP in the system. Once emails/domains are defined, only the defined emails/domains are allowed.
You configure emails or domains from the EmailIncludeList Mapping Table page (Administration > General Configuration > Configuration Menu > External Systems > Allowed Emails).
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Figure 49:
Figure 169: EmailIncludeList Mapping Table Page
The EmailIncludeList Mapping Table page includes:

Details about the table that contains the allowed emails for the institution. Most of the details are system‐generated and cannot be edited.

A list of the allowed emails that are defined for the institution

A group of input fields that enable you to define and create a new set of allowed emails
You can perform the following actions on this page:

Add allowed emails (see To add a new allowed email/domain:, below)

Edit allowed mails (edit an email, email domain, or description on the EmailIncludeList Mapping Table page)

Delete allowed emails (click Delete)

Disable an allowed email, if an allowed email is not currently required but may be required in the future (click the yellow check mark to the left of the allowed email). To enable an email, click the relevant gray check mark .
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To add a new allowed email/domain:
1
On the Mapping Table page (Administration > General Configuration > Configuration Menu > External Systems > Allowed Emails), under Create New Mapping Row, add the new email.
Figure 170: Create New Mapping Row Section of the Mapping Table Page
2
3
Enter the following information:

Email or email domain

Description
Click Add Row. The new email appears at the bottom of the list of allowed emails. Note that by default, each email is enabled. To disable an allowed email, click the yellow check mark 4
to the left of the email.
Click Save to store the new allowed email.
Figure 171: Mapping Table Page Allowed Emails
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Configuring Allowed S/FTP Connections During Testing
PERMISSIONS:
To configure allowed S/FTP connections, you must have the following role:

General System Administrator
IMPORTANT:
Allowed S/FTP Connections are not available in a regular production environment. The configuration is available and active in the sandbox environment and on the Alma production environment for customers who are still in the implementation/testing phase and are not yet configuration certified.
Alma enables you to define allowed S/FTP connections to be used for your institutionʹs communication during testing.
NOTE:
When the table is accessible during testing, do not fully delete the entries in it, since emptying the table allows unrestricted S/FTP communication with any defined S/FTP in the system.
You configure test S/FTP connections from the FtpIncludeList Mapping Table page (Administration > General Configuration > Configuration Menu > External Systems > Allowed S/FTP Connections).
Figure 172: FTP Include List Mapping Table Page
The FtpIncludeList Mapping Table page includes:

Details about the table that contains the allowed S/FTP connections for the institution. Most of the details are system‐generated and cannot be edited.

A list of the allowed S/FTP connections that are defined for the institution
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
A group of input fields that enable you to define and create a new set of allowed S/FTP connections
You can perform the following actions on the FtpIncludeList Mapping Table page:

Add allowed S/FTP connections (see To add a new allowed S/FTP connection:, below)

Edit allowed S/FTP connections (edit the FTP/IP hostname or description of a S/FTP connection)

Delete allowed S/FTP connections (click Delete)

Disable allowed S/FTP connections if an allowed S/FTP connection is not currently required but may be required in the future (click the yellow check mark to the left of the S/FTP connection). To enable an S/FTP connection, click the relevant gray check mark .
To add a new allowed S/FTP connection:
1
On the FtpIncludeList Mapping Table page (Administration > General Configuration > Configuration Menu > External Systems > Allowed S/
FTP Connections), under Create New Mapping Row, add the new S/FTP connection.
Figure 50:
Figure 173: FtpIncludeList Page – Create New Mapping Row Section
2
3
Enter the following information:

FTP/IP hostname

Description
Click Add Row. The new allowed S/FTP connection appears at the bottom of the list of allowed S/FTP connections. Note that by default, each S/FTP connection is enabled. To disable an allowed S/FTP connection, click the yellow check mark 4
to the left of the S/FTP connection.
Click Save to store the new allowed S/FTP connection.
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Figure 174: Mapping Table Page Allowed S/FTP Connections
Branding/Logo
This section contains the following topics:

Configuring Alma Branding on page 217

Configuring Skins on page 219
Configuring Alma Branding
PERMISSIONS:
To configure Alma branding, you must have the following role:

General System Administrator
Alma enables you to define a header logo, email logo, and/or login page logo for your institution. You can also change the default blue in the user interface to a different color.
You configure these elements on the Branding Management page (Administration > General Configuration > Configuration Menu > Branding/
Logo > Alma Logo and Color Scheme).
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Figure 51:
Figure 175: Branding Management Page
To configure Alma branding:
1
On the Branding Management page, under Logo Upload, browse to select the header logo (to be displayed in the top‐left corner of Alma), email logo, and/or login page logo that you want to upload.
2
Under Color Upload, in the General color and Fade color text boxes, enter the 6‐digit HTML code (using the hexadecimal numeral system—see http://
html‐color‐codes.info, for example) of the colors you want to use. If you do not want to use a gradient, enter the same code in both text boxes.
NOTES:
3

If an email logo is not uploaded, the header logo is used as the email logo.

Due to a limitation in the system, you must currently select a logo file from the Logo Upload section to ensure that the settings in the Color Upload section take effect.
Click Upload to save your new settings. A message displays indicating that the upload succeeded. To view your changes, you must clear your cache, log out of Alma, and then log in again.
NOTE:
The header logo should be 69 pixels (width) x 26 pixels (height), the login page logo should be 110 pixels (width) x 36 pixels (height), and the email logo should be 400 pixels (width) x 30‐70 pixels (height). The new logo is displayed immediately (although you may need to clear your cache to see it).
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Configuring Skins
PERMISSIONS:
To configure skins, you must have the following role:

General System Administrator
Alma allows you modify the CSS (and associated image files) that the system uses for the delivery tabs by uploading a customized CSS.
You can view and configure skins from the Manage Skins page (Administration > General Configuration > Configuration Menu > Branding/
Logo > Delivery System Skins).
Figure 176: Manage Skins Page
For information on configuring skins, see Branding the Delivery Tabs in the Alma‐Primo Integration Guide.
Configuring Alma Letters
PERMISSIONS:
To configure Alma letters, you must have one of the following roles:

General System Administrator

Letter Administrator
Alma provides a letter system to send highly customizable messages to patrons, librarians, and vendors. Messages include warnings, confirmations, notifications, summary information, orders, fulfillment requests, and so forth. Messages can be sent to a printer or an external system or sent by email, SMS, ISO protocol, or other means.
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with an XSL style sheet. The static labels and XSL style sheets are included with Alma but may be configured by the user. Label sets are provided in multiple languages for institutions whose users prefer languages other than English
Most letters are sent automatically by Alma at the appropriate stage in a workflow. For example, Alma sends a letter to a patron after an item borrowed by the patron is marked as overdue. Some letters can be sent by a user at any time, such as a query to a vendor or a patron.
This section contains:

Configuring Letters Overview on page 220

Letter Types on page 222

Enabling/Disabling Letters on page 234

Viewing a Letter’s Source XML on page 236

Configuring Letter Labels on page 238

Customizing Letter XSL Style Sheets on page 245

Testing the Output of a Letter on page 249

Example Letter Customization: Query to Patron Letter on page 250

Example Letter Customization: Borrowing Activity Letter on page 252
For more examples on customizing letters, see the following documents in the Documentation Center (Alma > Product Documentation > Administration > How To Documents and Presentations):

How to Customize an Alma Letter by Library and Other Values

How to Use XSL Configuration to Change a Date Format in a Letter
In addition, see the following page with sample XML data for letters on the Developer Network: https://developers.exlibrisgroup.com/blog/Alma‐letters‐
XML‐samples‐for‐working‐on‐XSL‐customization
NOTE:
Alma does not use this letter system for certain types of protocol‐specific communication with supporting entities, such as ERP’s or other ILS’s. For example, Alma can use electronic data interchange (EDI) in place of email to communicate with supporting vendors.
Configuring Letters Overview
You configure XSL style sheets on the Configuration Files page (Administration > General Configuration > Configuration Menu > General Configuration > Customize Letters). You configure static content (labels) that will be substituted into the XSL style sheets on the All Code Tables page (Administration > 220
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General Configuration > Configuration Menu > General Configuration > Letter Emails). Each XSL style sheet is identified by a code.
An XSL style sheet does not look much like the letter it is used to create, but it contains variable elements in a particular order. The style sheet contains text and XML, as well as XSL commands and variables. Language‐dependent text is kept out of the XSL; translation is done by translating the label values.
The letter contents comes from internally generated XML fields and from the labels. Label values and XML fields are substituted into the variables in the style sheets. For example, if the page POLineClaimLetter contains the label greeting, the value you enter into this label is substituted into <xsl:variable
name=greeting> in the XSL style sheet POLineClaimLetter.
To configure and customize Alma letters:
1
Add the Letter Administrator role to users who will customize or maintain the email letters. For more information on assigning roles, see Adding Roles to Users on page 57.
2
If you are working in a sandbox environment or a pre‐”Go Live” production environment, add the letter administrators’ email addresses to the allowed email list (see Configuring Allowed Emails on page 212).
3
Confirm that the appropriate letters are enabled (see Enabling/Disabling Letters on page 234).
4
Configure Alma to send you an XML copy of a letter in order to determine which XML data fields are used for a specific type of letter (see Viewing a Letter’s Source XML on page 236).
NOTE:
Use this option with caution. It is possible to send several thousand emails and impact system processing performance.
5
Perform a workflow (such as a fulfillment cancellation request) in Alma that will send the type of letter that you want to customize.
You receive an e‐mail with the XML fields in the body of the email.
6
Customize the text elements (labels) of the letter (see Configuring Letter Labels on page 238).
7
Customize the look‐and‐feel (XSL) and content of the letter (see Customizing Letter XSL Style Sheets on page 245).
8
Test the output of the XML file and confirm that the letter appears correctly (see Testing the Output of a Letter on page 249).
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Letter Types
Alma letters appear on the LetterActivity Mapping Table page (Administration > General Configuration > Configuration Menu > General Configuration > Letter Activity).
Figure 52:
Figure 177: LetterActivity Mapping Table
The following table lists the letters available in Alma.
Table 14. Alma Letters
Letter
Letter Code
Description
Patron
Facing
Analytics Letter
AnalyticsLetter
Contains an analytics report that is sent to report subscribers. For details on configuring an analytics report, see Creating a New Report in the Alma Analytics Guide.
Yes
Borrowed By Letter
FulBorrowedB
yLetter
Sent to patrons indicating that a proxy user has borrowed an item on their behalf. For details on working with proxy users, see Adding Proxy Users in the Alma Administration Guide.
Yes
Borrower Overdue Email Letter
BorrowerOver
dueEmailLetter
Sent by the lending institution to the borrowing partner when a resource is overdue. When sent using ISO protocol, the request on the borrowing side is automatically marked as overdue.
No
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Table 14. Alma Letters
Letter
Letter Code
Description
Patron
Facing
Borrowing Activity Letter
FulUserBorrow
ingActivityLett
er
Sent to patrons; contains a list of all the patron’s loans, overdue items, and active fines. Sent either by a job (Notifications – Send Periodic Fulfillment Activity Report) or by request. For details on configuring the Borrowing Activity Report, see Configuring Fulfillment Jobs in the Alma Fulfillment Guide.
Yes
Collection Contribution Letter
CollectionCont
ributionLetter
Sent to users as an initial response to a contribution to the Community Zone.
No
Collection Contribution Update Status Letter
CollectionCont
ributionUpdate
StatusLetter
Sent to users as a follow‐up to a contribution to the Community Zone.
No
Conversation Letter
ConversationL
etter
Used to communicate with vendors.
No
Courtesy Letter
FulUserLoansC
ourtesyLetter
Sent to patrons in a nightly job; contains a list of the patron’s loans that are due soon. Generated when the Notifications ‐ Send Courtesy Notices and Handle Loan Renewals job runs and one of the following occurs:
See Communicating with Vendors in the Alma Acquisitions Guide.
Yes
 The conditions of an automatic loan renewal rule are not met
 A block exists on the patron or item, preventing item renewal (see Configuring Block Preferences on page 365)
For details on configuring courtesy notices, see Configuring Fulfillment Jobs in the Alma Fulfillment Guide.
Export User Letter
ExportUserLett
er
A way to transfer files via FTP (the FTP receiver mechanism of the letters) used by the student information system (SIS) jobs. Does not contain any fields.
No
For information about the jobs, see Student Information Systems in the Alma Integration with External Systems Guide.
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Table 14. Alma Letters
Letter
Letter Code
Description
Patron
Facing
Externally Obtained Email Letter
ExternallyObta
inedEmailLette
r
Sent to patrons; contains a URL for a requested article obtained through the CCC GetItNow service.
Yes
See Adding a Request For a CCC GetItNow Resource in the Alma Fulfillment Guide.
Fine Fee Payment Receipt Letter
FineFeePayme
ntReceiptLetter
Sent to patrons; indicates that payment has been received.
Fine and Fees Report Letter
FinesAndFeesR
eportLetter
Sent to patrons; contains a report of the fine and fee transactions that have been performed over a 1‐ to 7‐day period. For details on configuring the fines and fees report, see Creating Fines and Fees Reports in the Alma Fulfillment Guide.
Yes
footer.xsl Letter
N/A
Defines the text (such as Contact Us and My Account) used in the footer for all letter emails. For more information, see Configuring Letter Labels on page 238.
Yes
Ful Borrowing Info Letter
FulBorrowingI
nfoLetter
Sent to patrons; indicates whether a loaned resource sharing item was successfully renewed.
Yes
Yes
See Viewing Fines and Fees and Receiving Payments in the Alma Fulfillment Guide.
See Managing Resource Sharing Borrowing Requests in the Alma Fulfillment Guide.
Ful Cancel Email Letter
FulCancelEmai
lLetter
Indicates that a resource sharing request has been canceled. Sent automatically when a resource sharing borrowing request is sent to a partner whose Type = Email.
Yes
See Managing Resource Sharing Borrowing Requests in the Alma Fulfillment Guide.
Ful Cancel Request Letter FulCancelRequ
estLetter
Sent to patrons; indicates that a request has been canceled and the reason for the cancellation.
Yes
See Managing Active Hold Shelf Items in the Alma Fulfillment Guide.
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Table 14. Alma Letters
Letter
Letter Code
Description
Patron
Facing
Ful Citation Slip Letter
FulCitationSlip
Letter
A slip that is printed out by library staff of a reading list citation so that the item can be retrieved from the shelf. For details on reading list citations, see Managing Citations in the Alma Fulfillment Guide.
No
Ful Citations Slip Letter
FulCitationsSli
pLetter
A slip that is printed out by library staff of all course reading list citations so that the items can be retrieved from the shelf. For details on reading list citations, see Managing Citations in the Alma Fulfillment Guide.
Yes
Ful Digitization Notification Item Letter FulDigitization
NotificationIte
mLetter
Sent to a patron who asked for material to be digitized. The letter informs the patron that the digitization request has been completed and informs the patron where the digital material can be viewed. For details on configuring digitization departments for processing digitization requests, see Configuring Digitization Departments in the Alma Fulfillment Guide.
Yes
Ful Fines\Fees Notification Letter
FulFinesFeesN
otificationLette
r
Sent to patrons by a job to inform them of fines or fees they owe.
Yes
Ful Incoming Slip Letter FulIncomingSli
pLetter
A slip that is printed out by library staff from the Resource Sharing Lending Requests Task List when they need to retrieve an item from the shelf to be shipped to a borrower (see the print slip description in Receiving Physical Material in the Alma Acquisitions Guide).
No
Ful Lost Loan Letter FulLostLoanLe
tter
Sent to patrons when a loan is overdue and is now declared lost. Sent either by a job (Loans – Change to Lost) or when manually changing the loan. For details on declaring a loan as lost, see Configuring Overdue and Lost Loan Profiles in the Alma Fulfillment Guide.
Yes
See Sending Patron Notifications for Fines and Fees in the Alma Fulfillment Guide.
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Table 14. Alma Letters
Letter
Letter Code
Description
Patron
Facing
Ful Lost Loan Notification Letter
FulLostLoanN
otificationLette
r
Sent to patrons when a loan is overdue and will soon be declared lost. Sent by a job (Loans – Change to Lost) or manually. For details on sending lost loan notification letters, see Adding an Overdue and Lost Loan Notification in the Alma Fulfillment Guide.
Yes
Ful Lost Refund Fee Loan Letter FulLostRefund
FeeLoanLetter
Sent to patrons when a loan that was declared lost is found. Includes refund if applicable.
Yes
Ful Outgoing Email Letter
FulOutgoingE
mailLetter
The borrowing request sent to a partner with profile type Email.
No
Ful Overdue And Lost Loan Letter
FulOverdueAn
dLostLoanLett
er
For future use
Yes
Ful Overdue And Lost Loan Notification Letter
FulOverdueAn
dLostLoanNoti
ficationLetter
For future use
Yes
Ful Personal Delivery Letter
FulPersonalDel
iveryLetter
Sent to a patron when an item is scanned in for personal delivery from a circulation desk that supports personal delivery.
Yes
Ful Pickup Print Slip Report Letter
FulPickupRequ
estReportLetter
Sent to users; contains a detailed list of resources that need to be picked up.
No
Ful Renew Email Letter
FulRenewEmai
lLetter
Indicates that a resource sharing request has been renewed. Sent automatically when a resource sharing borrowing request is sent to a partner whose Type = Email.
Yes
Ful Resource Request Slip Letter FulReasourceR
equestSlipLette
r
A slip that is printed out by library staff from the Pick Up Requested Resources page when they need to retrieve an item from the shelf. For details on pickup up items from the shelf, see Pickup at Shelf in the Alma Fulfillment Guide.
No
Ful Transit Slip Letter FulTransitSlipL
etter
A slip that is printed out by library staff that is added to an item when it is sent from one place to another.
No
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Table 14. Alma Letters
Letter
Letter Code
Description
Patron
Facing
General Assign To Letter GeneralAssign
ToLetter
Indicates that an item has been assigned to someone.
No
Interested In Letter
InterestedInLet
ter
Informs someone who is registered as “interested in” about a change in a PO line status. For details on interested users, see the description in Table 5 of Receiving Physical Material in the Alma Acquisitions Guide.
Yes
Interested Users In Letter
InterestedUsers
InLetter
Lists the interested users when Print Interested Users List is selected in the Receiving Workbench. For more information, see Receiving Materiali in the Alma Acquisitions Guide.
No
Legal Deposit Claim Letter
LegalDepositCl
aimLetter
Sent to vendors to remind them of a previous request a copy of an item as required by law.
No
For more information, see Working With Legal Depositsi in the Alma Acquisitions Guide.
Legal Deposit Order Letter
LegalDepositO
rderLetter
Sent to vendors to request a copy of an item as required by law.
No
For more information, see Working With Legal Depositsi in the Alma Acquisitions Guide.
Legal Deposit Receipt Letter
LegalDepositR
eceiptLetter
Sent to vendors to confirm the receipt of a copy of an item requested as required by law.
No
For more information, see Working With Legal Depositsi in the Alma Acquisitions Guide.
Lending Recall Email Letter
LendingRecall
EmailLetter
Sent to a patron when an item is recalled and must be returned.
Yes
See Adding a Work Order Type on page 193.
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Table 14. Alma Letters
Letter
Letter Code
Description
Patron
Facing
Lending Requests Report Slip Letter LendingReqRe
portSlipLetter
A slip that is printed out by library staff for the selected requests in the lending task list that lists the availability of the items so that they can be taken off the shelf and shipped to the requester.
Yes
For more information see Managing Resource Sharing Lending Requests in the Alma Fulfillment Guide. Loan Receipt Letter
FulLoanReceip
tLetter
Sent to patrons after items are loaned from the circulation desk. For details on borrowing items from the circulation desk, see Loaning Items in the Alma Fulfillment Guide.
Yes
Loan Status Notice
FulItemChange
DueDateLetter
Sent to patrons; indicates changes in the status of a loan or the due date. For details on managing patron activities, see Managing Patron Services in the Alma Fulfillment Guide.
Yes
mailReason.
xsl Letter
N/A
Defines the greeting (such as Dear Sir/
Madam) used in most letter emails. For more information, see Configuring Letter Labels on page 238.
Yes
Notify E‐
Activation due Letter
Eactivationtask
OverdueLetter
Sent by the Notify E‐Activation Due Task job to the assigned operator when an electronic activation taskʹs due date has passed. For more information on the e‐
activation due date, see Manually Creating a PO Line in the Alma Acquisitions Guide and Managing Electronic Resource Activation and Configuring Other Settings in the Alma Resource Management Guide.
No
Notification Upon Renewal Letter
NotificationUp
onRenewalLett
er
Sent to a user when a continuous PO line with inventory is sent for manual renewal. For more information, see step 10 in Editing PO Line Information – Renewals in the Alma Acquisitions Guide.
No
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Table 14. Alma Letters
Letter
Letter Code
Description
Patron
Facing
On Hold Shelf Letter
FulPlaceOnHol
dShelfLetter
Sent to patrons; indicates that an item is ready for pickup at the hold shelf. For details on picking up items from the hold shelf, see Managing the Hold Shelf in the Alma Fulfillment Guide.
Yes
NOTE:
For information on customizing the On Hold Shelf letter to display the Notes that may affect loan line only if there is a block on the patron, see Customizing Letter XSL Style Sheets on page 245.
Order List Letter OrderListLetter
Sent to vendors; contains a list of ordered items.
No
This letter is not used if the order is done using EDI or another automatic system.
Order Now Letter
OrderNowLett
er
Sent to a staff user who initiates an immediate order that bypasses the usual procedure. The letter indicates whether the order is successful.
No
Overdue Notice Letter
FulUserOverdu
eNoticeLetter
Sent to patrons; contains a list of all the patron’s loans due that day. Sent in a nightly job (Notifications – Send Due Date Reminders).
Yes
See Configuring Overdue and Lost Loan Profiles in the Alma Fulfillment Guide.
Overlap Analysis Letter
OverlapAnalys
isLetter
Sent to a staff user who runs an overlap analysis job. The letter indicates that the overlap analysis job has completed. For more information regarding overlap analysis, refer to Overlap Analysis on page 747 in the Alma Resource Management Guide.
No
Owner Subscription Letter
OwnerSubscrip
tionLetter
Sent to an instructor when added as an owner of a reading list. For more information, see Managing Reading List Owners and Collaborators in the Alma Resource Management Guide.
No
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Table 14. Alma Letters
Letter
Letter Code
Description
Patron
Facing
PDA Threshold Letter
PdaThresholdL
etter
Sent to the PDA manager (PDA contact person) when the usage of PDA reaches the alert threshold.
No
See Patron Driven Acquisitions in the Alma Acquisitions Guide.
PIN Number Generation Letter
PINNumberGe
nerationLetter
Sent to patrons when a PIN code is set in the user management pages. For details on configuring user details, see Adding Users on page 15.
No
PO Line Cancellation Letter POLineCancell
ationLetter
Sent to vendors, requesting that an order be canceled. For details on canceling a PO line, see Canceling PO Lines in the Alma Acquisitions Guide.
No
PO Line Claim Letter
POLineClaimL
etter
Sent to vendors when an order does not arrive by the expected date (see Processing Claims in the Alma Acquisitions Guide).
No
PO Line Renewal Letter
POLineRenewa
lLetter
Sent to vendors, requesting that a subscription be renewed.
No
Process Bib Export Finished Letter
ProcessBibExp
ortFinishedLett
er
Sent to a staff user, indicating that a bibliographic export has finished. For details on exporting bibliographic records, see the Export bibliographic records description in Running Manual Jobs on Defined Sets on page 281.
No
Process Creation
ProcessCreatio
nLetter
This letter is sent upon completion of some user‐submitted jobs — for example, jobs run on the Run a Job page (see No
For details on renewing PO lines, see Renewals in the Alma Acquisitions Guide. For details on configuring automatic renewal of a PO line, see Configuring Fulfillment Jobs in the Alma Fulfillment Guide.
Running Manual Jobs on Defined Sets on page 281).
Purchase Request Status Letter
PurchaseReque
stStatus
For future use
230
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Table 14. Alma Letters
Letter
Letter Code
Description
Patron
Facing
Query to Patron Letter
QueryToPatron
Letter
Sent to patrons when the user clicks Send Query to Patrons; see Peer‐to‐Peer Resource Sharing on page 123.
Yes
This letter is only used when the institution is using patron query types; see Configuring Patron Queries in the Alma Fulfillment Guide.
To configure, see Example Letter Customization: Query to Patron Letter on page 250.
Query to Requester Letter
QueryToReque
sterLetter
For future use
Yes
Receiving Slip Letter
ReceivingSlipL
etter
A slip that is printed out by library staff with item information that is put in a new item when it arrives at the library. For details on receiving material, see Receiving Physical Material in the Alma Acquisitions Guide.
No
Resend Notification Letter
ResendNotifica
tionLetter
Sent (manually) to a patron if the patron did not receive an attachment. For more information, see User Attachments on page 38.
Yes
Resource Sharing Shipping Slip Letter
ResourceSharin
gShippingSlipL
etter
Sent when clicking the Ship Item link for a lending request and then selecting Automatically Print Slip = Yes on the Shipping Items page.
No
See Shipping Items in the Alma Fulfillment Guide.
Restricted Login IP Letter
RestrictedLogi
nIPLetter
Sent to managers when a login attempt is made from a restricted IP address. For more information, see Security on page 274.
No
Return Receipt Letter
FulReturnRecei
ptLetter
Sent to patrons after items are returned to the circulation desk. For details on returning items to the circulation desk, see Returning Items in the Alma Fulfillment Guide.
Yes
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Table 14. Alma Letters
Letter
Letter Code
Description
Patron
Facing
Short Loan Letter
FulShortLoanL
etter
Sent to a patron when loaning an item for a short period (a number of hours), informing the patron of the due date and the fine policy. For details on loaning items, see Loaning Items in the Alma Fulfillment Guide.
Yes
This letter may have to be enabled for some customers. SMS Cancel Request Letter
FulCancelRequ
estLetter (SMS)
An SMS message sent to patrons indicating the reason for the request cancellation.
Yes
SMS Courtesy Letter
FulUserLoansC
ourtesyLetter (SMS)
An SMS message indicating that the due date for a loaned item is approaching. For details on configuring SMS messages, see SMS Communications in the Alma Integrations with External Systems Guide.
Yes
SMS Ful Fines\Fees Notification Letter
FulFinesFeesN
otificationLette
r (SMS)
An SMS message sent to patrons by a job to inform them of fines or fees they owe.
SMS Ful Lost Loan Letter
FulLostLoanLe
tter (SMS)
An SMS message sent to patrons when a loan has been declared lost. Sent either by a job or when manually changing the loan. For details on declaring a loan as lost, see Configuring Overdue and Lost Loan Profiles in the Alma Fulfillment Guide.
Yes
SMS Ful Lost Loan Notification Letter
FulLostLoanN
otificationLette
r (SMS)
An SMS message sent to patrons; indicates that if an overdue resource is not returned, it will be considered lost. For details on sending lost loan notification letters, see Adding an Overdue and Lost Loan Notification in the Alma Fulfillment Guide.
Yes
SMS Ful Overdue And Lost Loan Letter
FulOverdueAn
dLostLoanLett
er (SMS)
For future use
Yes
See Sending Patron Notifications for Fines and Fees in the Alma Fulfillment Guide.
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Table 14. Alma Letters
Letter
Letter Code
Description
Patron
Facing
SMS Ful Overdue And Lost Loan Notification Letter
FulOverdueAn
dLostLoanNoti
ficationLetter (SMS)
For future use
Yes
SMS Ful User Borrowing Activity Letter
FulUserBorrow
ingActivityLett
er (SMS)
An SMS message sent to patrons containing a list of all the patron’s loans and active fines. Sent either by a job or by request. For details on configuring the Borrowing Activity Report, see Configuring Fulfillment Jobs in the Alma Fulfillment Guide.
Yes
SMS Item Change Due Date Letter
FulItemChange
DueDateLetter (SMS)
An SMS message sent to patrons indicating changes to the due date. For details on managing patron activities, see Managing Patron Services in the Alma Fulfillment Guide.
Yes
SMS On Hold Shelf Letter
FulPlaceOnHol
dShelfLetter (SMS)
An SMS message indicating that an item requested by a patron is on the hold shelf. For details on configuring SMS messages, see SMS Communications in the Alma Integrations with External Systems Guide.
Yes
SMS Overdue Notice Letter
FulUserOverdu
eNoticeLetter (SMS)
An SMS message indicating that a loaned item is overdue. For details on configuring SMS messages, see SMS Communications in the Alma Integrations with External Systems Guide.
Yes
System Job Letter
SystemJobLette
r
Sent when jobs initiated in Alma start and complete (letter is sent to the user who initiated the job). For details on configuring Alma jobs (processes), see Managing Jobs on page 279.
No
Trial Letter
TrialLetter
Contains a request to evaluate an electronic resource. For details on evaluating resources, see Evaluation Workflow in the Alma Acquisitions Guide.
No
User Deletion Letter
UserDeletionLe
tter
Sent to a patron before the patron is deleted, containing details of the patron’s active fines and fees. See Deleting Users on page 48.
No
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Table 14. Alma Letters
Letter
Letter Code
Description
Patron
Facing
User Notifications Letter
UserNotificatio
nsLetter
Sent to users using the Update/Notify Users job. For more information, see Configuring User Notification Types on page 153.
No
VIDEO:
See Letter Configuration for a detailed Ask the Expert session on configuring Alma letters.
Enabling/Disabling Letters
The LetterActivity mapping table page lists all of the letters and enables you to enable/disable them for an institution or a library. The system does not send the disabled letters.
NOTE:
For all of the steps involved in configuring Alma letters, see the procedure in Configuring Alma Letters on page 219.
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Figure 178: LetterActivity Mapping Table
To enable/disable a letter:
1
On the LetterActivity mapping table page (Administration > General Configuration > Configuration Menu > General Configuration > Letter Activity), click Customize to enable the settings for a letter to be modified.
The name of the button changes to Restore, which enables you to restore the default settings for the specific letter type.
2
3
Click the check mark to the left of the letter’s name to enable/disable the letter:

The yellow check mark 
The gray check mark indicates that the letter is enabled.
indicates that the letter is disabled. Click Save.
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Viewing a Letter’s Source XML
To view the source XML fields that are generated for a letter, you must register to receive a copy of the XML when a letter is generated. You can see sample XML output of many letters on the Developer’s Network: https://
developers.exlibrisgroup.com/blog/Alma‐letters‐XML‐samples‐for‐working‐on‐
XSL‐customization.
On the XML Letter Receiver page, you can register a user with the Letter Administrator role to receive the XML fields used to construct one or more selected letters each time Alma generates the letter. Using this output you can view the fields available to use in your XSL style sheet. For example, you can configure the XSL to display a particular field or you can configure the XSL to display a section depending on the value of a field.
If you store the XML output in a file that has an .xml suffix, you can use it to test changes to the letter. For more information, see Testing the Output of a Letter on page 249.
IMPORTANT:
Use this option with caution. It is possible that this will suddenly send several thousand emails and impact system processing performance.
Figure 179: XML Letter Receiver Page
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To set up an administrator to receive the XML output of a letter:
1
On the XML Letter Receiver page (Administration > General Configuration > Configuration Menu > General Configuration > XML To Letter Admin), select a user to receive the XML from the XML Receiver drop‐down list.
Only users with the Letter Administrator role appear in the drop‐down list. For more information on assigning roles, see Adding Roles to Users on page 57.
2
Select the check boxes beside the letters whose XML output you want sent to the user.
3
Click Save. The letter’s XML output is sent to the user each time a letter of that type is generated.
For example, here is the top of the XML output used to generate a Query to Patron letter (with indentation added for clarity).
<notification_data>
<general_data>
<address_from>nosuchmail@no.such.mail.com</address_from>
<current_date>09/06/2015</current_date>
<letter_channel_info/>
<letter_name>Regarding your request</letter_name>
<letter_type>QueryToPatronLetter</letter_type>
<subject>Regarding your request </subject>
</general_data>
<languages>
<string>en</string>
</languages>
<letter_params>
<address_from>nosuchmail@no.such.mail.com</address_from>
<letter_name/>
<subject>Regarding your request </subject>
</letter_params>
<letter_texts/>
<library>
<address>
<city>Richardson</city>
<country>USA</country>
<country_display>United States</country_display>
<create_date>05/22/2015</create_date>
<entity_action/>
<library_id>12900830000231</library_id>
<library_unit_id/>
<line1>123 Main Street</line1>
<line2>PO Box 1234</line2>
<line3/>
<line4/>
...
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Configuring Letter Labels
Letter codes tables define labels associated with specific letters. These code tables enable you to modify the default static text (which is the English version of the label) in the Description column and the translations for other languages in the Translation column.
Figure 180: All Code Tables - Letters Subsystem (Partial List)
The following actions can be performed on this page:

View the labels associated with a specific letter (select Actions > View for the specific letter).

Modify the default labels for a letter (see To customize a label in a letter: on page 238).

Modify the translations for a letter (see To translate a label in an email letter: on page 241).

Restore the out‐of‐the‐box labels for a letter (see To restore all default values for a letter email code table: on page 244).
To customize a label in a letter:
1
On the All Code Tables page (Administration > General Configuration > Configuration Menu > General Configuration > Letter Emails), select Actions > Customize for the specific letter.
The page for the selected letter appears.
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Figure 181: footer.xsl Letter Code Table
NOTE:
You can customize the email addresses (or URL) to which the Contact Us and My Account links are directed by modifying the parameter values of the email_my_account and email_contact_us parameter keys in the General Customer Parameters mapping table (Administration > General Configuration > Configuration Menu > Other Settings).
2
Select English from the Filter drop‐down list.
3
Click Customize next to the description that you want to modify or translate.
Customize changes to Restore, and the Description field is enabled for modification and translation.
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Figure 182: Label Enabled for Modification
4
Modify the English text for the label in the Description column.
For example, the addressFrom parameter (which appears in many of the letter code tables) indicates the email address to which all non‐deliverable email is sent. Configure an email address for this action (such as almareturn-emails@university.edu) and enter it as the addressFrom parameter value. You can also specify an alias for the addressFrom parameter in the following format alias
<actual_email_ID@university.edu>. See the image below for an example. 240
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Figure 53:
Figure 183: addressFrom Alias Example
NOTE:
You can, at any time, click Restore to restore the initial code value.
5
Click Customize at the top or bottom of the page to store the modified values.
The Letters subsystem on the All Code Tables page appears. For the customized code table, the Customize menu item changes to Edit, and the following actions are added to the Actions menu:

Translate – Modify the translations for the labels, per language.

Restore – Restore the code table to its default values.
To translate a label in an email letter:
1
On the All Code Tables page (Administration > General Configuration > Configuration Menu > General Configuration > Letter Emails), select Actions > Translate for the specific email letter whose labels you want to translate.
The page for the selected code table appears for translation. Note that the page for English does not allow changes to the Translation column.
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Figure 184: Code Table Opened for Translation (English)
NOTE:
You must customize the letter email code table and the label before you can modify the translation for a label.
2
Select the translation language from the Filter drop‐down list.
The page for the selected language opens for translation. Note that an additional column is added for the Translate buttons.
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Figure 185: Code Table Opened for Translation (Non-English)
3
Click Translate next to the label that you want to modify. If you want to translate all fields that have been marked for customization, click Translate All above the list of labels. Translate changes to Default, and the Translation field is enabled for modification.
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Figure 186: Label Enabled for Translation
4
Modify the text for the label in the Translation column.
NOTE:
You can, at any time, click Default to restore the initial code value.
5
Click Save Translations.
To restore all default values for a letter email code table:
1
On the All Code Tables page (Administration > General Configuration > Configuration Menu > General Configuration > Letter Emails), select Actions > Restore for the letter whose labels you want to restore.
The page for the selected code table appears.
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Figure 187: Code Table Opened for Restoration
2
Click Restore.
Customizing Letter XSL Style Sheets
The Configuration Files page lists all of the XML style sheets that are used to format each type of letter and determine what text and fields appear in the letter emails, SMS messages, and print slips. You can configure these style sheets to customize letters. The customizations may include changes to the style, the addition or subtraction of information sent to users, and so forth.
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Figure 188: List of Configuration Files Page
To customize a letter:
1
On the Configuration Files page (Administration > General Configuration > Configuration Menu > General Configuration > Customize Letters) click Customize next to the XSL file of the letter, SMS message, or XSL template file that you want to customize.
The contents of the selected XSL file appear:
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Figure 189: Configuration File Page
NOTE:
The Enabled field on this page has no functionality.
2
Customize the XSL of the letter as required. The available fields on this page are in the labels associated with the letter (see Configuring Letter Labels on page 238) and the XML fields that are generated by Alma (see Viewing a Letter’s Source XML on page 236).
The following examples show what you can do with XSL to customize the output of your letters:

Use the substring and string-length functions to output the last four digits of a code:
<b>@@requested_for@@ :*****
<xsl:value-of select="substring (notification_data/
user_for_printing/identifiers/code_value/value,stringlength(notification_data/user_for_printing/identifiers/code_value/
value) - 3)"/></b>
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
Add notes from the vendor (from POL) and the rush indicator to the Order List Mail letter:
<tr>
<td><b>Notes To Vendor: </b><xsl:value-of select="/
notification_data/po/po_line_list/po_line/vendor_note"/>&#160;</td>
</tr>
<tr>
<td><b>Is Rush? </b><xsl:value-of select="/notification_data/po/
po_line_list/po_line/rush"/>&#160;</td>
</tr>

Ensure that the Notes that may affect loan line appears in the On Hold Shelf letter only if there is a block on the patron:
<tr>
<td><b>@@notes_affect_loan@@:</b></td>
</tr>
<tr>
<td><xsl:value-of select="notification_data/request/
system_notes !=''"/></td>
</tr>

If the following snippet follows the address line in the SenderReceiver.xsl file, you can ensure that the user’s phone number is included in all the letters that use this template. <tr>
<td><xsl:value-of select="notification_data/user_for_printing/
phone"/></td>
</tr>

Have the name of the style sheet appear as hidden text in the output by adding the following after the <html> tag <html>
<xsl:attribute name="data-filename">
<xsl:value-of select="/notification_data/general_data/letter_type"/
>
</xsl:attribute>
The output will include something like:
<html data-filename=”FulLoanReceiptLetter”> ...
3
Click Customize to save your customizations.
The Configuration File page appears. A green check mark appears in the Customized column to indicate that the letter has been customized, and the Updated By and Updated Date columns are populated accordingly. Customize changes to Actions.
The following actions are available for the customized XSL file:
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
Edit – Edit the XSL.

Restore – Restore the XSL file to its previous state.

View Default – View the default XSL.
NOTE:
If you use a tag to refer to an outside location such as a template or URL (for example, <xsl:include href="http://{$PathToWeb}/html/xsl/
head.xsl">) and the outside source changes, refresh the XSL (by re‐
saving it) for the new information to be included in the letter.
Testing the Output of a Letter
The Notification Template page enables you to input an XML file with the fields relevant to a letter and then view the letter that is generated using these fields and the defined labels and XSL style sheet.
Figure 190: Notification Template Page
To test the output of a letter:
1
Generate the XML output for the relevant letter and save it to a file. For more information, see Viewing a Letter’s Source XML on page 236. 2
On the Notification Template page (Administration > General Configuration > Configuration Menu > General Configuration > Notification Template), click the file icon, select an XML file to upload, and click Upload.
3
You can choose to view the letter in your browser or have the letter sent to you by email.
To have the letter sent by email, select the Send by email check box and enter an email address in the Email field.
If you select the Send by email check box and do not specify an email address, the output opens in a new browser tab. The browser must be set up to enable pop‐up windows or new tabs/windows.
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4
Select the required language from the Language drop‐down list. If you do not select the correct language from this list, the letter sent will appear mostly in English.
5
Click Run XSL.
The system either displays the output or sends the letter to your email address.
Example Letter Customization: Query to Patron Letter
You can configure types of letters to be sent to patrons using the enhanced XSL Query to Patron letter. You can define up to 30 types of letters, for example a welcome letter, a response to a request, and so forth (see Configuring Patron Query Types in the Alma Fulfillment Guide).
After configuring the query types, a user with the Letter Administrator role can modify the labels and the style sheet of the Query to Patron letter.
To modify the Query to Patron letter:
1
Confirm that the Query to Patron letter is enabled (see Enabling/Disabling Letters on page 234).
2
Download a copy of the Query to Patron XML fields:
a
Configure Alma to send you a copy of the XML fields when a Query to Patron letter is sent (see Viewing a Letter’s Source XML on page 236).
b
Add a borrowing request for an inventory item (make yourself the Requester; see Adding a Resource Sharing Borrowing Task From a Search in the Alma Fulfillment Guide).
c
On the Resource Sharing Borrowing Requests page, click Send Query to Patron beneath the new request (see Managing Resource Sharing Borrowing Requests) in the Alma Fulfillment Guide). If you have configured multiple query types, select the letter to send. Otherwise, a message is sent automatically.
You receive two emails: one is the selected letter and the other is the XML fields that were used to create the letter.
d
3
Save the XML letter to a file, such as letter.xml .
Modify the labels:
a
On the All Code Tables page (Administration > General Configuration > Configuration Menu > General Configuration > Letter Emails), select Actions > Customize for the 250
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Query to Patron Letter entry. The Query to Patron Letter Code Table page appears.
Figure 191: Query to Patron Code Table Page
b
In the Description column, modify the content corresponding to the relevant Code entry. The entries in the Code column (Type_1, Type_2, Type_3, and so forth) correspond to the query types you select in the Patron Query Types Code Table page (see Configuring Patron Query Types in the Alma Fulfillment Guide). For example, if you defined Type_1_query_name as enabled, you can configure the Type_1_xxxx entries in this table to configure the text lines to be part of this type of query.
c
4
Click Customize.
Modify the XSL:
a
On the Configuration Files page (Administration > General Configuration > Configuration Menu > General 251
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Configuration > Customize Letters), locate the Query to Patron Letter entry and click Customize. The Configuration File page appears.
Figure 192: Configuration File Page
b
In the Content field, modify the relevant XSL to change the format of your letter. The same XSL file is used to format all of the query types. You can add fields from the XML or labels, use the values of these fields to make conditions, and so forth.
For example, a conditional clause looks something like:
<xsl:when test=ʺnotification_data/query_type = ʹType_1_query_nameʹʺ>
... special configurations for type 1 queries ....
</when>
c
5
Click Customize.
To test your changes, upload the XML (letter.xml) as described in Testing the Output of a Letter on page 249.
Example Letter Customization: Borrowing Activity Letter
This example shows how to make the following customizations to the Borrowing Activity Letter email:
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1
Change the name of the letter
2
Add a library‐specific message
3
Display the material type in the list of loans
Figure 54:
Figure 193: Borrowing Activity Letter Email
To customize the Borrowing Activity letter:
1
Change the name of the letter to Patron Activity Letter: a
On the All Code Tables page (Administration > General Configuration > Configuration Menu > General Configuration > Letter Emails), select Actions > Customize in the row containing the Borrowing Activity Letter code table.
The Borrowing Activity Letter code table appears.
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Figure 194: Borrowing Activity Letter Code Table
2
b
Select English from the Filter drop‐down list. Note that, in addition to changing the names of labels, you can also translate the labels for other languages.
c
Click Customize in the row containing the letterName code. d
In the Description field, change the text to Patron Activity Letter.
e
Click Customize at the top or bottom of the page to store the modified values.
Configure the XML output for the letter to be sent to the letter administrator:
a
On the XML Letter Receiver page (Administration > General Configuration > Configuration Menu > General Configuration > XML To Letter Admin), select a user to receive the XML output from the XML Receiver drop‐down list.
b
Select the check box next to the FulUserBorrowingActivityLetter letter type.
c
Click Save.
The letter’s XML output is sent to the specified user each time a letter of that type is sent.
3
Loan an item to a patron:
a
On the Patron Identification page (Fulfillment > Checkout/
Checkin > Manage Patron Services), enter a patron’s name in the Scan patron’s ID or search for patron field and click Go.
The Patron Services page appears.
b
In the Scan item barcode field, enter the item’s barcode and click OK.
The item is listed in the Loans tab.
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Figure 195: Borrowing Activity Letter Code Table
4
c
Click Send Activity to send the XML output in an email.
d
Copy and paste the XML output from the email to an XML file (such as BorrowingActivityLetter.xml).
Modify the XSL file to print a message for the Main Library only:
a
Access the list of XSL files on the Configuration Files page (Administration > General Configuration > Configuration Menu > General Configuration > Customize Letters).
b
Click Customize in the row that contains the FulUserBorrowingActivityLetter.xsl file. The contents of the FulUserBorrowingActivityLetter.xsl file appears.
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Figure 55:
Figure 196: Configuration File Page
c
Use the XML file that you created earlier to determine the full path name of the field that contains the library name.
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Figure 56:
Figure 197: Library Name Field in XML Output
Based on the nested elements in the above figure, the full path to the library name is the following:
/notification_data/item_loans/item_loan/library_name
d
On the Configuration page, search for the @@loans@@ placeholder in the XSL file and add the bold text shown below:
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.
.
.
<xsl:if test="notification_data/item_loans/item_loan">
<xsl:if test="notification_data/item_loans/item_loan/
library_name='Main Library'">
<center>
<span style="font-family:Arial; font-weight:bold">
<FONT COLOR="#FF0000">
<br></br><b> Please check due dates by logging
in to your library.</b>
</FONT>
</span>
</center>
</xsl:if>
<tr>
<td>
<b>@@loans@@</b>
</td>
</tr>
.
.
.
Alma replaces the placeholders with the labels/translations that are defined in the associated Letters code tables. 5
While you are still editing the XSL file, add the Type column to the list of loans:
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a
Below the @@loans@@ placeholder in the XSL file, add the bold text as shown in the following figure.
.
.
.
<b>@@loans@@</b>
</td>
</tr>
<tr>
<td>
<table cellpadding="5" class="listing">
<xsl:attribute name="style">
<xsl:call-template name="mainTableStyleCss" /> <!-style.xsl -->
</xsl:attribute>
<tr>
<th>@@title@@</th>
<th>Type</th>
<th>@@due_date@@</th>
<th>@@fine@@</th>
<th>@@description@@</th>
</tr>
<xsl:for-each select="notification_data/item_loans/
item_loan">
<tr>
<td><xsl:value-of
<td><xsl:value-of
<td><xsl:value-of
<td><xsl:value-of
<td><xsl:value-of
</tr>
</xsl:for-each>
select="title"/></td>
select="material_type"/></td>
select="due_date"/></td>
select="fine"/></td>
select="description"/></td>
.
.
.
The XML field for the material type was determined by examining the XML file.
NOTE:
A placeholder could not be used for the new column heading because the material_type code is not configurable in the code table.
b
6
Click Save.
Test your changes to the XSL file by uploading the XML file that you created in step 3:
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a
Access the Notification Template page (Administration > General Configuration > Configuration Menu > General Configuration > Notification Template).
b
Click the file icon, select an XML file to upload, and click Upload.
c
Select the Send by email check box and enter your email address.
d
Click Run XSL.
The system sends the letter email to the specified email address.
NOTE:
The Notification Template page allows you to test changes to the XSL files only.
7
Repeat step 3 to see the full customization as shown below:
Figure 57:
Figure 198: Customized Borrowing Activity Letter
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8
Configure the XML Letter Receiver page to no longer send XML output to the letter administrator. For more information, see Viewing a Letter’s Source XML on page 236.
Configuring Other Settings
PERMISSIONS:
To configure these settings, you must have the following role:

General System Administrator
This option enables you to customize the general parameters listed in Table 15 below. These other settings can be configured on the institution level only.
You configure these settings on the CustomerParameters Mapping Table page (Administration > General Configuration > Configuration Menu > General Configuration > Other Settings).
Figure 199: CustomerParameters Mapping Table Page – Other Settings
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To edit other settings:
1
In the Mapping Table Rows section, locate the setting that you want to edit, and click Customize.
2
Modify the parameter values as required to match your requirements. Refer to Table 15 for additional information.
NOTE:
You can click Restore for a row to return the row parameter setting to its initial parameter value.
Table 15. Mapping Table (General Configuration - Other Settings)
Parameter Key
Parameter Value
default_language
The default language of the user.
NOTE:
The default value should not be edited.
display_additional_holding_fields_in_get
it
If set to true, displays additional holdings information on the Get It tab in Primo. For more information, see Displaying Additional Holdings Information in the Primo Get It Tab in the Alma‐Primo Integration Guide.
display_alternative_call_number_in_getit
If set to true, displays the alternative call number information on the Get It tab in Primo.
display_getit_target_in_new_window
If set to true, displays the Get It target in a new dialog box.
display_viewit_target_in_new_window
If set to true, displays the View It target in a new dialog box.
email_contact
Not in use.
email_contact_us
The email addresses or URL to which the Contact Us link is directed. For more information, see Configuring Letter Labels on page 238.
email_deposit_contact
Not in use.
email_deposit_sender
Not in use.
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Table 15. Mapping Table (General Configuration - Other Settings)
Parameter Key
Parameter Value
email_my_account
The email addresses or URL to which the My Account link is directed. For more information, see Configuring Letter Labels on page 238.
email_sender
Not in use.
EnvelopeFrom
If an institution has set up a spam filter, the mail system checks whether the email is actually being sent by the From address. This may cause Alma emails being sent by the system to be filtered out as spam mail. To prevent this from occurring, configure an email “envelope from” address with a domain other than the institutional domain. (This must be a valid email address.) NOTE:
Using EnvelopeFrom to capture bounced emails depends on your security policy. If your security policy allows spoofing (that is, allows you to get email from alma.exlibris.com while the From address is something else), the EnvelopeFrom will work to capture bounced emails. However, if you have a high security policy, the email server will not receive these emails and the EnvelopeFrom will not enable you to capture bounced emails.
force_location_selection_on_login
If set to true, the system will open a dialog box during logon, requiring staff users to specify their physical location. Otherwise, the system will automatically set the physical location to the user’s last specified location.
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Table 15. Mapping Table (General Configuration - Other Settings)
Parameter Key
Parameter Value
multi_campus_inventory_management
If set to true, displays the Inventory Network Groups link under Resource Management > Resource Configuration > Configuration Menu > General that allows you to define groups that you can use to manage access to electronic resources. Before implementing this feature, consult with Ex Libris.
page_size
The number of records to show in all of the lists in the system. Maximum is 20.
primo_patron_info_updatable
If set to true, allows users to update their patron information from Primo.
primo_pds_url
The URL that Alma uses to get bor‐info from PDS when getting a ʺView Itʺ/ʺGet Itʺ request from Primo. It should be the same URL as the one Primo uses to call PDS.
primo_service_page_url
Determines the base URL that is used to receive a service page direct link to the title when using the Alma Course Information Web service. For more information on this service, see https://
developers.exlibrisgroup.com/alma/
apis/soap/course
primo_test_pds_url
Enables Alma to work with two different PDS systems. If the Primo View It/Get It template is configured to env_type=test, Alma uses the test PDS.
publishing_base_URL
For information on this parameter, see the Retrieve Bib Record API documentation on the Developer Network. This parameter should be in the following format:
http://<primo server host:
port>/openurl/
<primo_institution_code>/
<primo_view_code>?
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Table 15. Mapping Table (General Configuration - Other Settings)
Parameter Key
Parameter Value
retrieve_services_nz
(For consortia) If set to true, any Open URL request to the Alma Link Resolver consults the Network Zone to resolve electronic services for resources that are managed in the Network Zone and available for the institution. rss_discovery_url
A customer parameter that links to a discovery system (such as Primo) at the institution level. For details, see Configuring RSS in the Alma Resource Management Guide.
smsDateFormat
Not in use.
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Table 15. Mapping Table (General Configuration - Other Settings)
Parameter Key
Parameter Value
system_time_format
The time format (without dates) for self‐
check machine messages. Use the following characters, separated by blanks, commas, hyphens or colons:
 a – text representing AM or PM—for example, PM
 H – a number from 0‐23 representing the hour in the day—
for example, 0
 k – a number from 1‐24 representing the hour in the day—for example, 24
 K –a number in the AM/PM from 0‐
11 representing the hour in the day—for example, 0
 h – a number in the AM/PM from 1‐
12 representing the hour in the day—for example, 12
 m – a number representing the minute in the hour—for example, 30
 s – a number representing the second in the minute—for example, 55
 z – the general time zone—for example, Pacific Standard
Time; PST; GMT-08:00
 Z – the RFC 822 time zone—for example, -0800
For example:
 h:mm a indicates 12:08 PM
 K:mm a, z indicates 0:08 PM, PDT
view_historical_loans_in_primo
3
Enables historical loan information to be sent to Primo. For more information, see Displaying Historical Loans in Primo in the Alma‐Primo Integration Guide.
Click Save to store your settings in the system.
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Configuring Institution Languages
PERMISSIONS:
To configure institution languages, you must have the following role:

General System Administrator
This option enables you to configure which languages are to be supported by the institution.
Institution languages are predefined by Ex Libris; each language is either enabled or disabled. Languages can be supported in the following contexts:

Patron facing interfaces – Includes notifications (email and SMS), self‐check machine messages, and Get It, View It, and My Account tabs in Primo

Staff facing interfaces – Includes the patron‐facing interfaces and all other Alma back‐office elements
To configure supported institution languages:
1
Open the InstitutionLanguages Mapping Table page (Administration > General Configuration > Configuration Menu > General Configuration > Institution Languages).
Figure 58:
Figure 200: InstitutionLanguages Mapping Table Page
The Supported for Patron Facing column indicates whether the language is supported in patron‐facing interfaces, such as notifications (email and SMS), self‐check machine messages, and Get It, View It, and My Account tabs in Primo.
The Supported for Staff UI column indicates whether the language can be selected as the staff‐facing interface (when you click the name of the user in 267
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the top right‐hand corner of Alma and select the language from the Language drop‐down list).
NOTE:
The values in these columns are read‐only and cannot be edited.
2
Click Customize to the right of the institution language that you want to enable or disable.
3
To disable an enabled institution language, click the yellow check mark to the left of the user language.
To enable a disabled institution language, click the gray check mark the left of the user language.
to NOTE:
If a language that is enabled is selected by a patron as their Preferred Language, all emails received by the patron display in this language (see the Preferred Language field in Table 2).
4
Click Save to store the institution language settings in the system.
NOTE:
You can, at any time, click Restore to restore the initial Enabled parameter value.
Configuring CRM Contacts
PERMISSIONS:
To configure CRM contacts, you must have the following role:

General System Administrator
You can configure the contact names used when you open a support case from within Alma. You can open a support case from within Alma by clicking the Send to Ex Libris link beneath an electronic collection or electronic portfolio search result in the Community Zone.
You configure CRM contacts from the CRMContacts Mapping Table page (Administration > General Configuration > Configuration Menu > General Configuration > CRM Contacts).
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Figure 59:
Figure 201: CRMContacts Mapping Table Page
To add CRM contacts:
1
On the CRMContacts Mapping Table page (Administration > General Configuration > Configuration Menu > General Configuration > CRM Contacts), enter the following information:

Name – the name of the contact

Salesforce ID – the Salesforce user name of the contact (if you are not familiar with this, contact Ex Libris) + sf.com—for example, exl1234@sf.com

Customer Center ID – the Ex Libris Customer Center user name that is associated with the relevant Salesforce user

E‐mail – the e‐mail address of the contact
2
Click Add Row to add the contact.
3
When you are finished adding all of the contacts, click Save.
Staff Login Report
PERMISSIONS:
To view the Staff Login Report, you must have the following role:

General System Administrator
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The Staff Login Report is available from the General Configuration menu (Administration > General Configuration > Configuration Menu > General Configuration > Staff Login Report). It displays a list of all staff users (that is, users with roles that are reserved for Alma staff) and the last login date for each of these users. The report is sortable by both user name and login date.
Widgets
This section contains the following topics:

Configuring Widgets on page 270

Configuring Primo Widgets on page 273
Configuring Widgets
PERMISSIONS:
To configure widgets, you must have the following role:

General System Administrator
Alma lets you define widgets to display on the Alma home page. Widgets can consist of Alma analytics reports or Web pages that have been created. For more information on configuring Alma analytics reports as widgets, see Displaying Analytics Reports in Alma in the Alma Analytics Guide. This section describes how to configure Web pages that you have created as widgets.
You configure widgets on the Customized Widgets page (Administration > General Configuration > Configuration Menu > Widgets > Customized Widgets).
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Figure 202: Customized Widgets Page
The Customized Widgets page displays the following:

Details about the table that contains the widgets for the institution. Most of the details are system‐generated and cannot be edited.

A list of the widgets that are defined for the institution.

A group of input fields that enable you to define and create a new widget.
For additional information on widgets:

For information about the Scheduled Job Status widget, see Viewing Scheduled Job Summary Status on page 312.

For information about the Primo Search Box widget, see Adding Primo’s Search Box to the Alma Home Page in the Alma Integrations with Primo Guide.

To manage widgets on your home page, see Managing Widgets in the Alma Getting Started Guide.
Adding a Widget
The widgets you add on the institution level apply to all libraries within the institution.
To add a new widget:
1
On the Customized Widgets page (Administration > General Configuration > Configuration Menu > Widgets > Customized Widgets), in the Create a New Mapping Row section, enter a key and name for the 271
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new widget. The widget name appears above the widget on the home page. The widget key is a permanent name that cannot be edited.
2
Enter the following:

Privileges – Indicates the privileges necessary to add and view the widget. 
URL – The URL of the Web page that was created to serve as the widget. (Do not add url= before the URL; Alma adds this.)
NOTE:
Only HTTPS is supported.

Description – A description of the widget
3
Click the Add Row button. The new widget is displayed at the bottom of the list of defined widgets.
4
Click Save to store the new widget details.
Figure 203: Code Table Page Widgets
After a widget has been defined, a user can configure it to appear on the Alma home page. See Managing Widgets in the Alma Getting Started Guide.
Configuring the Home Page Notification Widget
PERMISSIONS:
To configure the Notification widget, you must have the following role:

General System Administrator
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You configure the Notifications widget on the Home Page Notifications page (Administration > General Configuration > Configuration Menu > General Configuration > Home Page Notifications).
Figure 204: Home Page Notifications Page
To configure the Notifications widget:
1
On the Home Page Notifications page (Administration > General Configuration > Configuration Menu > General Configuration > Home Page Notifications), fill in the following fields:

Date – the date you want to appear in the Notifications widget

Message – the message that you want to appear in the Notifications widget

Message URL – the URL to which you want the message to link

Description – a description of the message (for internal use)
2
Click Add Row to add the message to the Notifications widget.
3
Click Save to save your changes.
Configuring Primo Widgets
PERMISSIONS:
To configure Primo widgets, you must have the following role:

General System Administrator
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You configure Primo widgets by selecting General Configuration > Configuration Menu from the Administration menu, and then selecting Primo Widget Search Fields, Primo Widget Search Precision, or Primo Widget Configuration from the Widgets section on the Configuration page.
For information on configuring Primo widgets, see Adding Primo’s Search Box to the Alma Home Page in the Alma‐Primo Integration Guide.
Security
This section contains the following topics:

Configuring IP Group Configuration on page 274

Configuring Login Restriction Configuration on page 276

Configuring a User to Not Have IP Restrictions Apply on page 278
Configuring IP Group Configuration
PERMISSIONS:
To configure IP group configuration, you must have the following role:

General System Administrator
You can restrict login access to Alma according to IP address. There are two steps in configuring this feature. First you must define the allowed IP groups and then you must configure login access for those groups.
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To define allowed IP groups:
1
From the IP Group Configuration page (Administration > General Configuration > Configuration Menu > Security > IP Group), click Add IP Group. The following is displayed:
Figure 205: Add IP Group
2
Fill in the following fields:

Group Code – A code for the IP group

Group Name – A name for the IP group that can be changed later

IP Version ‐ Currently only IPv4 is available

IP Match Criteria – A specific IP address or an IP range (two valid IP addresses separated by a hyphen)
3
Click Add IP definition to Group.
4
Repeat steps 2 and 3 as necessary.
5
Click Add or Add and Close.
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The IP group is added to the list of IP groups on the IP Group Configuration page.
Configuring Login Restriction Configuration
PERMISSIONS:
To configure login restriction configuration, you must have the following role:

General System Administrator
NOTE:
Before you can configure login restriction configuration, you must define the allowed IP groups. For more information, see Configuring IP Group Configuration on page 274.
To configure login restriction configuration:
1
Open the Login Restriction Configuration page (Administration > General Configuration > Configuration Menu > Security > Login Restriction Configuration). The following is displayed:
Figure 206: Login Restriction Configuration
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2
Select the IP groups from the IP Group drop‐down list whose IP addresses you want to allow login access, and click Add, or click Add all groups to add all the IP groups.
3
Select a manager from the IP restrictions manager box. This manager receives the message sent by users when a login attempt is made from a restricted IP address.
4
Click Save.
5
To enable login restrictions, click Enable login restrictions.
NOTES:

You must click Enable login restrictions for the IP login restrictions to take effect.

Users with the General Administrator role are not restricted.
If a user with a restricted IP address attempts to log in to Alma, the following message is displayed:
Figure 207: Access Blocked
6
Click Contact Administrator. The following is displayed:
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Figure 208: Contact Administrator
7
Enter a message and click Send Request.
Configuring a User to Not Have IP Restrictions Apply
PERMISSIONS:
To manage users, you must have one of the following roles:

User Manager

User Administrator
You can configure a user to not have IP restrictions apply.
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To configure a user to not have IP restrictions apply:
1
Open the User Details page (Administration > User Management > Find and Manage Users). The following is displayed:
Figure 209: Disable All Login Restrictions
2
Select the Disable all login restrictions check box, and click Save. IP restrictions do not apply to the user.
Importing Information to Code Tables
Some of Alma’s code tables allow you to import data (such as academic department and user group information) into them via an Excel (.xls) file. This allows you to export information from other systems or to add many records quickly. The imported data replaces any existing data in the code table.
In order to import data, the Excel (.xls) file must include the following column headers:

Code – This column contains the codes used by the system to map the values defined in the Description column. 279
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
Description – The display values of the codes defined in the Code column.
In the following example, the import Excel (.xls) file contains academic department information for three departments:
Figure 210: Sample Academic Department Import File
NOTES:

The Excel sheet must be named CodeTable.

If you are importing statistical categories, use the format described in Configuring Statistical Categories on page 135.
To import information to a code table:
1
Create your Excel (.xls) file if one has not been provided.
2
On the page that contains the code table you want to update, click the Import button. The Import Tables page opens.
Figure 211: Import Tables Page
3
Click the Browse button to locate and select the import Excel (.xls) file.
4
In the Language drop‐down field, select the language used for the values entered in the Description column of the Excel sheet.
5
On the Import Tables page, click the Import button. The Import Tables page displays the data that was found in the import file.
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6
If the import data is correctly displayed on the Import Tables page, click the Import button. The imported data is displayed on the Code Table page, and replaces any data that previously existed.
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7
Managing Jobs
This section includes:

Overview of Jobs on page 283

Running Manual Jobs on Defined Sets on page 285

Viewing Scheduled Jobs on page 312

Viewing Running Jobs on page 331

Viewing Completed Jobs on page 334
Overview of Jobs
Jobs perform processes that run in the background on dedicated batch servers.
Alma supports the following job types: 
Scheduled jobs – Scheduled jobs run periodically. Some of these jobs are scheduled by Alma. For other jobs you can configure the schedule. Note that scheduled jobs run as close as possible to their scheduled time. Some jobs can run in parallel, but part or all of a job may wait until a server has available resources.
In addition to their scheduled run times, Alma provides the ability to run some of these jobs at any time—for example, if you need to invoke the job’s process outside of its normally scheduled time.

Workflow jobs – Workflow jobs run automatically when they are required. For example, after submitting a purchase order, the job Export Orders (PO) Job runs to send the PO to the vendor. In some cases, you can also run or rerun these jobs at any time—for example, if the original run failed.

Manual jobs – These jobs are available to run by you as required. Some manual jobs first require you to create sets (of items, users, and so forth) for the job to process.
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NOTE:
Jobs are sometimes called processes in the UI.
Some jobs in Alma are created and configured using profiles. For more information, see Overview of Profiles on page 284.

To run manual jobs on sets, see Running Manual Jobs on Defined Sets on page 285.

To view scheduled jobs, see Viewing Scheduled Jobs on page 312.
In addition, this section provides links to other documentation sections that describe how to schedule and/or configure these jobs.

To view running jobs, see Viewing Running Jobs on page 331.
In addition, this section provides links to other documentation sections that describe pages in Alma on which you can view specific types of jobs.

To view job history and reports, see Viewing Completed Jobs on page 334.
Overview of Profiles
Alma uses profiles to configure and/or schedule certain types of jobs. You add the profile, give it a name, and configure its parameters. This creates a job that is available to run, either from a specific location within Alma or automatically as a scheduled job.
Common profiles in Alma include:

Integration Profile – Creates a job that exports information to, or imports information from, an external system, such as a Student Information System. For more information, see Configuring Integration Profiles in the Alma Administration Guide.

Import Profile – Creates a job that imports bibliographic records or invoice information into Alma. For more information, see Configuring New Import Profiles in the Alma Resource Management Guide and Monitoring Import Jobs in the Alma Acquisitions Guide.

Publishing Profile – Creates a job that exports bibliographic records from Alma to an external system, such as Primo or Google Scholar. For more information, see Configuring Publishing Profiles in the Alma Resource Management Guide.
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Running Manual Jobs on Defined Sets
PERMISSIONS:
To run a manual job, you must have roles that enable you to a) access the Run a Job – Select a Job to Run page, and b) run the job.
To access the Run a Job – Select a Job to Run page, you must have one of the following roles:

Acquisitions Administrator

Catalog Administrator

Catalog Manager

General System Administrator

Purchasing Manager

Purchasing Operator

Repository Manager

Requests Operator

User Administrator

User Manager
See Table 17 for the roles required to run each job. Only jobs enabled for your role appear in the list of jobs.
This section presents how to run a job manually on a defined set of objects, such as a list of PO lines or physical items.
To run a job on a set:
1
If there are no sets defined or if you require a specific set for the job you are running, you must first define the set. For information on defining sets, see Adding and Modifying Sets in the Alma Resource Management Guide.
2
On the Run a Job – Select Job to Run page (Administration > Manage Jobs > Run a Job), find the job you want to run using the Find search box, filters, sort options, and navigation links. 285
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Figure 60:
Figure 212: Run a Job - Select Job to Run Page
For more information about the jobs in this list, see Manual Jobs and Their Relevant Parameters on page 290. For each job, the following information appears:
Table 16. Run a Job – Select Job to Run Page Columns
3
Name
Description
Name
The name of the job. Description
A description of the job.
Content Type
The type of set that the job processes. For example, physical titles, digital titles, bibliographic records, and so forth.
Type
The type of request or job that runs (for example, export, move items, or requests).
Select a job and click Next. The Run a Job ‐ Select Set page appears.
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Figure 213: Run a Job - Select Set Page
4
Select a set and click Next. The Run a Job ‐ Enter Task Parameters page appears.
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Figure 214: Run a Job - Enter Task Parameters (Example) Page
NOTE:
The number of members in the set that you selected in the last step appears on this page. Verify that this number is similar to what you expected based on the selected set.
The parameters appearing on the Run a Job ‐ Enter Task Parameters Page vary according to the job being run. Many of the parameters are self‐
explanatory. For information about the parameters on this page, see Manual Jobs and Their Relevant Parameters on page 290.
5
Enter or select the parameters, as required, and click Next. The Run a Job ‐ Job Details and Schedule page appears.
Figure 215: Run a Job - Job Details and Schedule Page
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6
Enter a job name (required).
NOTE:
The name identifies this job for editing and monitoring.
7
Select a schedule for the job, if more than one option is listed. Options may include a specific date and time, an interval, or As Soon As Possible.
8
Click Next. The Run a Job ‐ Review and Confirm page appears.
Figure 216: Run a Job - Review and Confirm (Example) Page
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9
Review the job information and:

Click Submit and click Confirm in the dialog box to run the job.

Click Back to go back and correct any information that you entered.
NOTE:
When you click Back, you are taken back one page at a time. You can click Back on any page to go back to the previous page. 
Click Cancel to delete what you entered and return to the home page.
Manual Jobs and Their Relevant Parameters
The following table lists the available manual jobs that can be run on defined sets. To run the job you must have one or more of the roles in the Roles column.
Table 17. Manual Jobs By Content Type
Name
Type
Description and Parameters
Role
Withdraw
Deletes local authority records that are not locked for editing. Disconnects the related bibliographic records from the deleted authority records.
Catalog Manager, Catalog Administrator
Authority MMS:
Delete Local Authority Records
Parameters:
There are no parameters to define.
Export Authority Records
Export
Exports local authority records. Note that your environment must be configured to support the management of local authorities.
Parameters:
Catalog Manager, Catalog Administrator, Cataloger
 Physical format (binary or XML)
 Authority formats to include
 Maximum number of records in each exported file
 Export folder (Private/Institution ‐ for more information, see Viewing Export Processes in the Alma Resource Management Guide)
 FTP configuration (see Configuring S/FTP Connections on page 208)
 FTP sub‐directory
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Table 17. Manual Jobs By Content Type
Name
Type
Description and Parameters
Role
Set Authority Records Cataloging Level
MARC 21 Authority Normalization
Assign cataloging level to bibliographic records.
Catalog Manager, Catalog Administrator
* user‐defined authority normalization jobs
UNIMARC Authority Normalization
MARC 21 Bib Normalization
KORMARC Bib Normalization
UNIMARC Bib Normalization
Parameters:
Select the cataloger level for the records.
Alma provides support for creating jobs that make global Drool‐based normalization rules changes to locally managed authorities. For more information, see Performing Global Changes on Locally Managed Authority Records in the Alma Resource Management Guide.
Catalog Manager, Catalog Administrator
Parameters:
Select the Drools file key.
Bibliographic title (all titles sets):
Delete Bibliographic Records
Withdraw
Deletes bibliographic records. See Deleting Sets of Bibliographic Records in the Alma Resource Management Guide.
Parameters:
Catalog Manager, Catalog Administrator
Select whether or not to delete:
 Records that are related to other records
 All associated inventory resources
NOTE:
The job report is limited to 10,000 records. If there are more than 10,000 records for the report to handle, the following report error is generated: The report was not generated due to the number of records required to be calculated.
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Table 17. Manual Jobs By Content Type
Name
Type
Description and Parameters
Role
Export Bibliographic Records
Export
Exports bibliographic or metadata records to the user’s PC or FTP site. Catalog Manager, Catalog Administrator, Cataloger
Parameters:
 Physical format (binary or XML)
 Output format – When you have more than one active registry such as UNIMARC and MARC 21, specify your preferred output format for the export. If your set contains UNIMARC records, and you select MARC 21 as the output format, Alma converts the records to the MARC 21 format. If your set contains a combination of UNIMARC and MARC 21 bibliographic records, Alma converts the records (the UNIMARC ones or the MARC 21 ones, depending on the output format that you selected) to the output format that you select.
 Number of records in file
 Expand routine (currently supports only Add Holdings Information)  Export into folder (Private/Institution ‐ for more information, see Viewing Export Processes in the Alma Resource Management Guide)
 FTP configuration (see Configuring S/FTP Connections on page 208)
 FTP sub‐directory
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Table 17. Manual Jobs By Content Type
Name
Type
Description and Parameters
Role
Identifying Brief Records
MARC 21 Management Tags
Calculates whether or not bibliographic records are brief using one of two algorithms that must be activated by Ex Libris. The algorithms cannot be customized. To confirm that a brief record algorithm was activated for your system, save a new brief record to the repository using the MD Editor and check for the Brief indicator (see Brief in the Alma Resource Management Guide for more information).
Catalog Manager, Catalog Administrator
Algorithm 1:
#rule "Brief 050 042 subjects "
#
when
MARC.control."LDR".EncodingLevel
does not contain " ,1,2,4,7"
#
or MARC does not contain "050"
#
or MARC does not contain "042"
#
or MARC does not contain "6XX"
#
then
#
set brief."true"
#end
Algorithm 2:
#rule "Brief 050 or 086 245 260
6XX or 502 or 520 "
#
when
MARC.control."LDR".EncodingLevel
does not contain " ,1,2,4,7"
# or MARC does not contain
"050,086"
#
or MARC does not contain "245"
#
or MARC does not contain "260"
# or MARC does not contain
"6XX,502,520"
#
then
#
set brief."true"
#end
(where the encoding level (Leader, position 17) value equals “#” or “1” or “2”, or “4” or “7”)
Parameters:
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Table 17. Manual Jobs By Content Type
Name
Type
Description and Parameters
Role
Link a Set of Records to the Network Zone
Metadata Management
Link local records to records from the Network Zone. See Linking Sets of Institution Zone Records to Network Zone Records on page 24.
Catalog Manager, Catalog Administrator
Parameters:
 Serial/Non Serial match method – To perform matching on the records, select one of the matching methods. Leave blank to contribute all records to the Network Zone.
 Contribute IZ records – Select to contribute non‐matching records only. If not performing matching, you must select this; all records are contributed to the Network Zone.
Set Bib Records Cataloging Level
MARC 21 Bib Normalization
Assign cataloging level to bibliographic records.
Parameters:
Catalog Manager, Catalog Administrator
Select the cataloging level for the records.
Suppress Bib Records from Discovery
MARC 21 Bib Normalization
Marks bibliographic records as suppressed or non‐suppressed from discovery (Primo, Primo Central, and Google Scholar).
Catalog Manager, Catalog Administrator
Parameters:
Select whether or not to suppress from discovery.
Synchronize Bib Records with External Catalog
MARC 21 Bib Normalization
Marks bibliographic records for synchronization or no‐synchronization with an external catalog (OCLC).
Parameters:
Catalog Manager, Catalog Administrator
Select whether or not to synchronize the records (or only the holdings) with an external catalog.
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Table 17. Manual Jobs By Content Type
Name
Type
Description and Parameters
Role
Synchronize MMS with National Catalog
MARC 21 Bib Normalization
Marks whether records should be published to Libraries Australia (by the Upload Holdings to Libraries Australia job). For information, see Publishing to Libraries Australia in the Alma Catalog Manager, Catalog Administrator
Integrations with External Systems Guide.
Parameters:
Select to publish or suppress the bibliographic records.
Unlink Bib Records from Authority Records
Metadata Management
Unlinks bibliographic records that have been authorized/linked to Community Zone records so that institutions wanting to implement local authorities can subsequently authorize/link those same bibliographic records to local authority records.
Catalog Administrator, General System Administrator
This job takes no parameters.
* user‐defined MARC 21 bibliographic record normalization jobs
MARC 21 Bib Normalization
Alma provides support for creating jobs that make global Drool‐based normalization rules changes to locally managed bibliographic records. For more information, see Adding Local Extensions by Running a MARC 21 Bib Normalization Job in Working with Collaborative Networks in Alma.
Catalog Manager, Catalog Administrator
Parameters:
Select the Drools file key.
CN import Community Zone member
Import CZ Records from CN/NZ Members Task
CN_IMPORT_
CZ_
RECORDS
Harvests Community Zone‐linked electronic records from members in a Network Zone, and displays these records in the Network Zone as linked to the Community Zone. Refer to the publishing jobs below in Publishing bulk: on page 306.
Catalog Manager
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Table 17. Manual Jobs By Content Type
Name
Type
Description and Parameters
Role
Export
Not currently in use.
Physical Inventory Operator, Receiving Operator, Repository Manager, Repository Administrator
Digital titles:
Export Inventory Entities
Exports inventory records.
There are no parameters to set.
Physical item:
Cancel Physical Items Requests
Request
Cancels open requests for physical items.
Parameters:
Provide a cancellation reason and a note, as required.
Fulfillment Services Manager, Fulfillment Administrator
Select whether to cancel only requests that are still in the pickup stage.
Change Loan to Claimed Returned
Loan
Change Loan to Lost
Loan
Updates item loan status to claimed returned.
There are no parameters to set.
Updates item loan status to lost. For information on configuring lost loan profiles, see Configuring Overdue and Lost Loan Profiles in the Alma Fulfillment Guide. For information on lost loan management, see Lost Loan Management in the same guide.
Circulation Desk Manager, Fulfillment Administrator, Repository Manager
Circulation Desk Manager, Fulfillment Administrator, Repository Manager
There are no parameters to set.
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Table 17. Manual Jobs By Content Type
Name
Type
Description and Parameters
Role
Change Holdings Information
Information Update
Updates holdings information for physical items or physical titles. For more information, see Performing Global Changes on Holdings Records in the Alma Resource Management Guide and the surrounding sections.
Physical Inventory Operator, Repository Manager, Repository Administrator
Parameters:
 Apply only for library/location – Apply changes to items located at a specific library/location only. You must specify both or neither of these fields.
 Update call number from bibliographic record – Whether to globally update the call numbers using the values stored in the bibliographic records.
 Correct the data using normalization rules
 Tag records for publishing – Whether to publish or suppress records to external discovery systems, including Primo.
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Table 17. Manual Jobs By Content Type
Name
Type
Description and Parameters
Role
Change Physical Items
Information Update
Updates item information for physical items or physical titles. For more information, see Performing Global Changes on Item‐Level Information in the Alma Resource Management Guide.
Physical Inventory Operator, Repository Manager, Repository Administrator
NOTE:
Items are updated as missing only if the status is empty (if the parameter is set accordingly; see below) or if the item is defined as Technical (migration).
Parameters:
The parameters correspond to the options available on the Physical Item Editor tabs that can be accessed by doing a repository search for physical items and clicking Edit for one of the items in the search results list. For more information, see Using the Repository Search Results List and Updating Item‐
Level Information in the Alma Resource Management Guide.
Select the check box at the beginning of each row for which you want to make a change.
NOTE:
The Change type field (changing the temporary or permanent location) affects only the Change Location Fields section and not the Change Other Fields section.
The Item policy field can be used to change the item policy for the item’s permanent location, not for its temporary location.
NOTE:
When an item undergoes a change via Change item information and a new holdings record is created, the old holdings record will be deleted if no other items are attached to it.
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Table 17. Manual Jobs By Content Type
Name
Type
Description and Parameters
Change Physical Items (con’t)
Information Update (con’t)
For each parameter, select if the change will occur:
Role
 Unconditionally
 Only if the field is empty
Only if the field is not empty
Close Lost Loans
Loan
Closes lost loans.
All items in the fulfillment set are closed (even if they are not marked as Lost).
This job closes both paid and unpaid lost loans, but does not delete the item associated with the loan. Any fines or fees associated with the loan remain on the patronʹs record.
Circulation Desk Manager, Fulfillment Administrator, Repository Manager (with institution‐
level scope)
If a lost loan is returned after the loan has been closed, the Lost Item Replacement Fee Refund Ration policy is not invoked; rather, any credit due for the returned loan must be applied manually to the patronʹs record.
After running this job, the item’s job type changes to Missing.
Parameters:
There are no parameters to configure.
Create Physical Item Move Requests
Move Items
Updates item information and initiates moving physical items to a new location.
Parameters:
 New library (required)
 New location (within New Library, required)
Physical Inventory Operator, Repository Manager, Repository Administrator
 Change Type (permanent/temporary, required)
 New Item Policy
 Sent from library
 Sent from deck
 Print Transit Letter: Whether to print a transit letter
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Table 17. Manual Jobs By Content Type
Name
Type
Description and Parameters
Role
Create Physical Item Work Orders
Request
Creates a work order request for physical items.
Fulfillment Services Manager, Fulfillment Administrator
Parameters:
 Work order type (required)
 Department (required)
 Whether to mark the items as Do not pick up from shelf.
Export Physical Items
Export
Exports physical items from any title‐
level set.
Parameters:
 Output format (CSV)
 Export into folder (institution or private)
 FTP configuration (see Configuring S/FTP Connections on page 208)
Physical Inventory Operator, Receiving Operator, Repository Manager, Repository Administrator
 FTP sub‐directory
Export Physical Items Labels
Export
Exports physical item labels for printing.
Parameters:
 Output format (XML)
 Export into folder (institution or private)
 Template (00, 01, or other configured by your institution to designate printing a spine label or printing a barcode)
Rebuild Item Description
Item Description
Generates descriptions based on templates that include enums/chrons, item forms, and rules.
Parameters:
There are no parameters to define.
300
Physical Inventory Operator, Receiving Operator, Repository Manager, Repository Administrator
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Table 17. Manual Jobs By Content Type
Name
Type
Description and Parameters
Role
Withdraw Items
Withdraw
Validates that physical items are eligible for deletion (for example, they are not on loan or linked to a PO line) and deletes them. For more information, see Deleting Physical Items (Withdrawals) in the Alma Resource Management Guide.
Physical Inventory Operator Extended, Repository Manager, Repository Administrator
Parameters:
 Select one of the following options to apply to holdings without items:
 Keep holdings and bibliographic records
 Delete holdings; delete bibliographic records that have no other holdings
 Suppress holdings from publishing; suppress bibliographic records that have no other holdings from publishing
 Delete holdings; suppress bibliographic records that have no other holdings from publishing
 Select whether to not withdraw items with active requests
 Select whether to not withdraw items with nonactive requests in the queue
 Select whether to not withdraw items with work orders
Physical title:
Cancel Physical Titles Requests
Request
Cancels open requests for physical titles.
Parameters:
Provide a cancellation reason and a note, as required. Fulfillment Services Manager, Fulfillment Administrator
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Table 17. Manual Jobs By Content Type
Name
Type
Description and Parameters
Role
Information Update
Updates portfolio information for electronic portfolios. For more information, see Performing Global Changes on Portfolios in the Alma Resource Management Guide.
Electronic Inventory Operator, Repository Manager, Repository Administrator
Portfolio:
Change Electronic Portfolio Information
Parameters:
 Interface name – The vendor name
 Owner – The owning library
 Add/Remove “Available For” groups (collaborative networks) – Remove one or more “Available For” group settings
NOTE:
See the video Assign Available For Groups to a Set of Portfolios Using a Job for information on these fields (7:03 mins).
 Electronic material type
 Remove local coverage – Remove all types (date information/embargo) of local coverage
 License
 PDA – Associate to a PDA program
 Delete or replace URL’s prefix/with – Remove or replace in the first (left) field. For replace, the job attempts to replace the URL to in the local field and not in the global field.
 Enable/Set proxy
 Available status – Active or Inactive
 Override public note / authentication note / internal description – Enter new values for these fields
 Activation / expected activation date
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Table 17. Manual Jobs By Content Type
Name
Type
Description and Parameters
Role
Delete Portfolios
Withdraw
Deletes portfolios. For more information, see Deleting Local Portfolios in the Alma Resource Management Guide.
Electronic Inventory Operator Extended, Repository Administrator, Repository Manager
Parameters:
Select the actions to perform:
 When the portfolio is linked to an active PO line
 When the portfolio is linked to an active e‐Activation task
 For handling bibliographic records without inventory
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Table 17. Manual Jobs By Content Type
Name
Type
Description and Parameters
Role
Export Electronic Portfolios Export
Exports active electronic portfolios in the following types of sets: electronic portfolio, electronic title, and all titles. The output format of the export file is either the TXT, KBART, or Google Scholar (which is based on the institutional_holding.xsd file) format.
Electronic Inventory Operator, Repository Manager
Parameters:
 Output Format – Either Google Scholar XML schema, TXT schema, or KBART schema.
 Number of records in file – The number of records (not portfolios) to store per output file: One File, 1000, 5000, or 10000. Note that each collection is written to a separate file (according to the KBART standard) even if you select the One File option.
 Export into folder – Whether the export job is available to you only (Private) or to all users (Institution).
 FTP configuration – The FTP configuration to use (see Configuring S/FTP Connections on page 208).
 Subdirectory – The subdirectory in which the files should be placed for the FTP upload.
 Add interface name (Google Scholar only) – Whether the portfolioʹs interface name is included with the record. If the portfolio is part of an electronic collection, the record includes the interface name defined at the electronic collection level.
NOTE:
For an example of running this job, see How to Export Electronic Portfolios. (Note that you must be logged in to the Documentation Center in order to view this document.)
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Table 17. Manual Jobs By Content Type
Name
Export Electronic Portfolios (continued)
Type
Description and Parameters
Role
 Export only active portfolios (KBART only) – Select Yes to export only active portfolios.
 Link Resolver base URL (KBART and TXT only) – The base URL for the Alma link resolver in the following format (insert your institutionʹs information where indicated):
http://
<Primo_host_server:port>/
openurl/
<Primo_institution_code>/
<Primo_view_code>? If you are unfamiliar with your base URL for the Alma Link Resolver, contact Ex Libris Support for assistance.
For the KBART schema, all portfolios in the set are exported in the following way, according to the KBART standard:
 All portfolios belonging to the same e‐collection are part of one file.
 All standalone portfolios that have the same interface attribute are part of another file.
 All standalone portfolios that do not have an interface attribute are part of a third file.
The naming convention for KBART files is INTERFACE_COLLECTION_DATE.txt. If the interface or collection name is not available, the system replaces the missing name with MISC.
NOTE:
For more information about exporting portfolios in .txt format, see the Export Portfolios in .txt Format video (5:36 mins). For more information about exporting portfolios in KBART format, see the Export Electronic Portfolios in KBART Format video (6:03 mins).
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Table 17. Manual Jobs By Content Type
Name
Type
Description and Parameters
Role
Publishing
Republishes Alma records. Used, for example, when a library or institution changes its name.
Catalog Manager, Catalog Administrator
Publishing bulk:
Bib OCLC Republish Set of Titles For more information, refer to Publishing to OCLC in the Alma Integrations with External Systems Guide, and Exporting Alma Records to Primo in the Alma‐Primo Integration Guide.
Holding OCLC Republish Set of Titles
Parameters:
Primo Republish Set of Titles
 Mark Records to be Published by NZ Job
There are no parameters to define.
Publishing
Marks records to be published to Primo by the job Network Zone Republish Set of Titles Job.
Run by a Network Zone member institution. The impl job is run in the test environment.
 Mark Records to be Published by NZ Job (impl)
Catalog Manager, Catalog Administrator
Catalog Manager, Catalog Administrator
Catalog Manager, Catalog Administrator
Refer to Republishing Sets of Bibliographic Records from the Network Zone in the Alma‐Primo Integration Guide.
Parameters:
There are no parameters to define.  Network Zone Republish Set of Titles
 Network Zone Republish Set of Titles (impl)
Publishing
Publishes records marked by the job Mark Records to be Published by NZ Job to Primo.
Run by the Network Zone institution. The impl job is run in the test environment.
Catalog Manager, Catalog Administrator
Refer to Republishing Sets of Bibliographic Records from the Network Zone in the Alma‐Primo Integration Guide.
Parameters:
There are no parameters to define. 306
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Table 17. Manual Jobs By Content Type
Name
Type
Description and Parameters
Role
Changes the status of PO lines.
Purchasing Operator, Purchasing Manager, Acquisitions Administrator
Purchase Order line:
Change PO Lines Status
Change PO Lines Status
Parameters:
Select to cancel, close, or delete the PO lines.
When canceling or closing, you can select to force the cancel or close of PO lines that have outstanding issues and for which a warning message would be displayed in Alma.
When closing, you can select to remove tasks from the e‐activation task list.
Only PO lines with one of the following statuses can be closed: Waiting for Invoice, Waiting for Renewal, or Waiting for Manual Renewal.
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Table 17. Manual Jobs By Content Type
Name
Type
Description and Parameters
Role
Update PO Lines Information
Update PO Lines Information
Updates PO lines.
Purchasing Operator, Purchasing Manager, Acquisitions Administrator
Parameters:
Select the parameters and conditions by which to update the PO lines. The check box to the left of the field must be selected for the parameter to take effect.
Select Manual Renewal to have the PO lines appear in the renewals task list (Acquisitions > Purchase Order Lines > Renew) when the material is due for renewal.
For information on the other parameters, refer to Manually Creating a PO Line in the Alma Acquisitions Guide
This job will perform only allowed updates on the selected PO lines. For example:
 If a PO line is closed and you cannot perform actions on it using the Alma interface, this job will not be able to perform these actions either.
 If a PO line has been packaged into a PO, you cannot update the acquisitions method using the Alma interface or this job.
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Table 17. Manual Jobs By Content Type
Name
Type
Description and Parameters
Role
Update PO Lines Transactions
Update PO Lines Transactions
Adjusts the PO line allocation percentage between funds, or changes the PO line allocation from one fund to another fund.
Purchasing Operator, Purchasing Manager, Acquisitions Administrator
Parameters:
Select to change the list price or quantity for the PO lines, either unconditionally or if the list price/quantity is empty/not empty.
Select whether to release encumbrance amounts that remain after paying the invoice.
Select to change the PO line allocation percentage between funds, or to change the PO line allocation from one fund to another fund.
The check box to the left of a field must be selected for the parameter to take effect.
Update PO Lines Workflow
Update PO Lines Workflow
Does one of the following:
 Changes PO lines from Ready to In Review.
 Reopens closed or canceled PO lines and sets them to In Review.
Purchasing Operator, Purchasing Manager, Acquisitions Administrator
 Moves PO lines that are In Review to the next step in the process.
Parameters:
Select the workflow stage to which you want to set the PO lines.
Repository Metadata:
Clean Operational Thumbnails
Thumbnail
Not currently in use.
Cleans cache of digital file thumbnails.
There are no parameters to set.
Digital Inventory Operator Extended, Repository Manager, Repository Administrator
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Table 17. Manual Jobs By Content Type
Name
Type
Description and Parameters
Role
Withdraw
Deletes remote and local digital objects.
Digital Inventory Operator Extended, Repository Manager, Repository Administrator
Representation:
Withdraw Digital Representations
Parameters:
Choose whether to delete the bibliographic records, suppress them from publishing, or do nothing. By default, the bibliographic records remain intact in your repository, whether or not you delete the objects.
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Table 17. Manual Jobs By Content Type
Name
Type
Description and Parameters
Role
Users
Updates parameters for users and/or notifies users.
User Manager, User Administrator
Users:
Update/Notify Users Only roles that do not contain Role Parameters can be updated by this job.
NOTE:
For more information on this job, see the Bulk Actions on a Set of Users video (4:33 mins).
Parameters:
For the field Added/changed field:
 By user account type: Handles specific fields according to the account type (internal or external).
For example, if using the job to add a block, the block is added as external for external users and as internal for internal users.
Internal field values are not overridden during an SIS update. External field values are overridden during an SIS update.
 Internal: Handles specific fields as if they are internal, even when belonging to an external account.
For example, if using the job to add a block, the block is added as internal even if the block is being attached to an external user.
Internal field values are not overridden during an SIS update.
The fields affected by this setting are:
 User group
 Campus
 Resource sharing library
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Table 17. Manual Jobs By Content Type
Name
Type
Update/Notify Users (continued)
Users
Description and Parameters
 Add block type
 Add statistics category
Role
User Manager, User Administrator
 Add note
To change internal users to external, or vice versa, select Set Account To and the relevant target account type. If external users are changed to internal users, the users’ passwords are reset to firstname_lastname.
To notify users, select Send Notification to User and select the notification type. To configure notification types, see Notifying Users on page 53.
Viewing Scheduled Jobs
For a summary status of scheduled jobs, see Viewing Scheduled Job Summary Status on page 312.
For information about all scheduled jobs, see Viewing All Scheduled Jobs on page 313.
Viewing Scheduled Job Summary Status
To view an overview of the status of the last few days of scheduled jobs, enable the System Job Status dashboard widget. For more information, see Widgets on page 270.
Figure 217: Scheduled Job Status Widget
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All roles can add the widget to their homepage. However, they will only see information about scheduled jobs that are relevant to their role. The list includes MD import jobs and publishing jobs such as jobs that publish to Primo or Google Scholar. Note that, for imports, manually run import jobs are not considered in the summaries (as is the case for the other lines in the widget).
Clicking a job category opens the Monitor Jobs page with that category preselected. The categories are the same ones that can be used as filters on the Monitor Jobs page. For more information, see Viewing Running Jobs on page 331.
opens a pop‐up with the names of any failed jobs. Clicking an error icon Click More Info to open the Monitor Jobs page with these jobs preselected.
Figure 218: Scheduled Job Status Widget with Failed Job Pop-Up
Viewing All Scheduled Jobs
The Scheduled tab of the Monitor Jobs page lists scheduled jobs.
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Figure 219: Monitor Jobs Page – Scheduled Tab
You can filter the list by job category. Each job in the list includes the following information:
Table 18. Monitoring Jobs - Scheduled Tab
Column Name
Active
Description
Whether the job is active or inactive . Jobs can be activated/deactivated by Ex Libris staff only.
Name
The job name.
Job Category
A job category.
Creator The user who scheduled the job. Jobs scheduled by Alma are indicated with a hyphen (‐).
Schedule
How often and when the job is scheduled to run (for example, every day at X time).
Next Run
The date and time of the next run of this job.
The time is set according to the time zone of the Alma Data Center that is closest to your institution.
Scheduled jobs run as close as possible to their scheduled time. Some jobs can run in parallel, but part or all of a job may wait until a server has available resources.
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For each job, you can:

Configure email notifications that are sent after the job runs (Actions > Email Notifications). For more information, see Configuring Email Notifications for Scheduled Jobs on page 329.

View completed runs of this job (Actions > Job History). For more information, see Viewing Completed Jobs on page 334.
NOTE:
A Run Now option is available only in the Sandbox environment.
The following table describes the jobs that commonly appear in this tab. The User column indicates if you can (partially or fully) control the job’s schedule; see the Description column for a link to the section that discusses scheduling the job.
Table 19. Scheduled Jobs
Name
User
Category
Description
PO Line – Packaging
Yes
Acquisition
Packages PO lines that are waiting for auto packaging into purchase order (POs) that may be sent to the vendor. For details on PO line packaging, see Packaging PO Lines into a PO in the Alma Acquisitions Guide.
NOTE:
This job is relevant only for automatic PO line packaging and must be enabled in order for PO lines to automatically be packaged into POs.
For more information and scheduling options, see Configuring the PO Line Packaging Job in the Alma Acquisitions Guide.
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Table 19. Scheduled Jobs
Name
User
Category
Description
PO Line – Renewal
No
Acquisition
Renews subscriptions for both electronic and physical material, such as magazines, journals, or periodicals. For more information about the renewal workflow, see Renewal Workflow in the Alma Acquisitions Guide. NOTE:
This job must be enabled in order for PO lines to be renewed.
Each day the system checks for all PO lines whose status is Waiting for Renewal and whose renewal date is equal to the current date. The renewal date is calculated as the renewal date (according to the PO line) minus the renewal notification period.
Renewals are processed as follows:
 If the PO line is marked as automatic, the Renewal date is incremented according to the Renewal cycle. The PO line is saved back in the repository for further processing.
 If the PO line is marked as manual, the PO line appears in the renewals task list (Acquisitions > Purchase Order Lines > Renew). You can manually update the Renewal date and/or any other fields in the Renewals section of the PO Line Summary tab. To renew, select the Renew option (from the drop‐down list next to the Go button).
 In either case, a renewal notification is sent to the vendor if the po_line_send_notification_to_vendor_
on_renew parameter is set to true.
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Table 19. Scheduled Jobs
Name
User
Category
Description
PO Line – Claiming
No
Acquisition
Generates claims for PO lines whose associated resources have not yet been received or activated. For more information about claims, see Processing Claims in the Alma Acquisitions Guide.
NOTE:
This job must be enabled in order for claims to be generated.
When the auto_claim parameter is specified in Other Settings (Acquisitions > Acquisitions Configuration > Configuration Menu > General):
 For one‐time PO lines, the claim is sent automatically.
 For continuous PO lines, if EDI claims are used, the claim is sent automatically. If EDI claims are not used, a task is generated, but the claim must be sent manually. EDI – Load Files <vendor name>
Yes
Acquisition
Loads EDI files from a particular vendor. For more information, see Electronic Data Interchange (EDI) in the Alma Integrations with External Systems Guide.
You can run this manually on a single EDI invoice file; see Creating an Invoice From a File in the Alma Acquisitions Guide.
Trials – Start and Notify Participants
No
Acquisition
Starts a trial and notifies the participants that the trial has begun. For details, see Evaluation Workflow in the Alma Acquisitions Guide. NOTE:
This job must be enabled in order for trial participants to receive notifications.
PO Line – Deferred
No
Acquisition
Defers PO lines in review and PO lines that were packaged but not yet approved. For details, see Deferring PO Line Workflow in the Alma Acquisitions Guide.
NOTE:
This job must be enabled in order to enable PO line deferral.
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Table 19. Scheduled Jobs
Name
User
Category
Description
Recalculate Transactions Exchange Rates
No
Acquisition
Takes the exchange rate on the date of the transaction and calculates the transaction amount when the order/invoice currency is different from the fund currency.
When Explicit Ratio is set for a transaction, the rate used is defined at the time of invoicing; these transactions are not included in this job.
NOTE:
By default, this job updates the exchange rates and transaction amounts of PO lines whose transaction date is in the last 30 days. The job updates the exchange rate and transaction amounts for all active transactions (both encumbrance and expenditure) if the exchange rate date is greater than the transaction date.
PDA – Alert PDA Reached Threshold
Yes
Acquisition
Sends notifications when funds for a patron‐
driven acquisition program are entirely expended; customers can suppress publishing the patron‐driven acquisition until the program’s funds are replenished.
For more information about pausing the patron‐driven acquisition program, see To pause a PDA program: on page 313 of the Alma Acquisitions Guide.
Recalculate PO Line Encumbrances Based on Current Exchange Rates
No
Acquisition
Currently unused.
Notify E‐
Activation Due Task
No
Acquisition
Sends a notification (Notify E‐Activation due Letter) to the assigned operator when an electronic activation task’s due date has passed. For more information about this due date, see Managing Electronic Resource Activation on page 501.
To configure the notification, see Configuring Alma Letters on page 219.
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Table 19. Scheduled Jobs
Name
User
Category
Description
ERP Export Using Profile <integration profile>
Yes
Acquisition
Sends invoices to an Enterprise Resource Planning (ERP) system. For more information, including scheduling, see Financial Systems in the Alma Integrations with External Systems Guide.
ERP Import Using Profile <integration profile>
Yes
Acquisition
Receives payment confirmations from an Enterprise Resource Planning (ERP) system. For more information, including scheduling, see Financial Systems in the Alma Integrations with External Systems Guide.
Fund Allocation Loader
Yes
Acquisition
Loads fund allocations for an Enterprise Resource Planning (ERP) system. For more information, including scheduling, see Financial Systems in the Alma Integrations with External Systems Guide.
Distribute Network Acquisition Changes to Members
Yes
Acquisition
Distributes new vendor information that has been added to a Network Zone to member institutions since the date in the acq_distribute_changes_last_run parameter. For more information, see Configuring Other Settings in the Alma Acquisitions Guide and Shared Vendor Information in the Working with Collaborative Networks in Alma Guide.
 Daily Schedule of Analytics Reports and Dashboards
No
Analytics
Processes all scheduled reports and dashboards, and distributes them to their subscribed users.
 Weekly Schedule of Analytics Reports and Dashboards
There are two jobs each for daily, weekly, and monthly processing. This enables staff users to schedule dashboards and reports to run at a time that coincides with the completion of the ETL process.
 Monthly Schedule of Analytics Reports and Dashboards
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Table 19. Scheduled Jobs
Name
User
Category
Description
Synchronize Changes from CZ
No
Data Services
Copies changed authorities and resources from the Community Zone to the local institution. NOTE:
The Number of bibliographic headings marked as candidates for linking indicates how many bibliographic headings are processed by the Authorities ‐ Link BIB Headings job.
Requests – Handle Expiration Step
No
Fulfillment
Marks requested items as missing when requests in the pickup from shelf stage have passed their expiration date. The request is transferred to another holdings record, if one exists, or canceled.
Loans – Due Date Correction after Calendar Change
No
Fulfillment
Changes the Loan due date of items with loans whose due date now falls on a closed time (when the policies indicate that they should not) due to calendar changes.
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Table 19. Scheduled Jobs
Name
User
Category
Description
Notifications – Send Courtesy Notices and Handle Loan Renewals
Yes
Fulfillment
Manages loans whose due date corresponds to the current date minus the value of the auto_renew_loan_days parameter. For more information about this parameter, see Configuring Other Settings in the Alma Fulfillment Guide.
This job does one of the following, depending on the automatic loan renewal rules, Terms of Use, and existing recalls:
 If the conditions of an automatic loan renewal rule are met – performs automatic renew for an item.
 If the conditions of an automatic loan renewal rule are not met (and the loan is therefore not renewed) – sends a courtesy notice informing the patron that the item is due. One notice is sent per patron.
A courtesy notice is also sent if a block exists on the patron or item, preventing item renewal (see Configuring Block Preferences on page 365).
For information on configuring this job, see Configuring Fulfillment Jobs in the Alma Fulfillment Guide. For information on configuring the notifications, see Configuring Alma Letters on page 219.
Fulfillment – Handle Historical Archiving
No
Fulfillment
Archives completed loans to the Items History table by anonymizing the records.
NOTE:
Active fines still retain links to item and loan information.
For information on configuring this job, see Configuring Fulfillment Jobs in the Alma Fulfillment Guide. 321
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Table 19. Scheduled Jobs
Name
User
Category
Description
Notifications – Send Periodic Fulfillment Activity Report
Yes
Fulfillment
Sends periodic fulfillment activity reports to patrons with active loans and/or fees. The report includes information on both loans and fees. For information on configuring this job, see Configuring Fulfillment Jobs in the Alma Fulfillment Guide. For information on configuring the notification (Borrowing Activity Letter), see Configuring Alma Letters on page 219.
NOTE:
If this job completes with errors, this may be due to users not receiving the email sent, although the job ran successfully.
Notifications – Send Due Date Reminders
Yes
Fulfillment
Sends a reminder (Overdue Notice Letter) to patrons to indicate that loaned items are due on the current date. For information on configuring the reminder, see Configuring Alma Letters on page 219.
The Courtesy Letter is sent before this notice.
Requests – Restore Temporarily Shelved Items
No
Fulfillment
Creates restore item requests on all temporarily shelved items whose due back date is the current day or earlier. This informs the circulation desk operators at these locations to restore the items to their permanent locations. For more information on this job, see Viewing Restore Request Jobs in the Alma Fulfillment Guide.
These items may include:
 Reading list items for a course that ended
 Items that were removed temporarily, such as a resource that was removed while a course was ongoing and the resource is now due to be returned
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Table 19. Scheduled Jobs
Name
User
Category
Description
Requests – Recalculate after Inventory Update
No
Fulfillment
Recalculates requests after changes to the inventory are made. For example, if an item’s policy changes and a request for the item can no longer be fulfilled due to the item’s having been added to the repository or deleted from it, marked as missing, or moved to a different owning library/location, this job cancels the request.
Runs only on requests that have not yet started (such as those with the status Are in queue, Pick from shelf, or Waiting for remote storage).
NOTE:
The system allows inventory to be deleted — and therefore any accompanying request to be canceled or transferred to another item — until the point at which the request reaches the hold shelf. At this point, the request and its associated inventory cannot be canceled/deleted.
If an item is determined to be lost and the policy for a lost loan is Not Requestable, this job detaches the request from the item and potentially cancels the request (if no other items can be used for fulfilling the request). If the item is found, this job relinks the request to the item.
Loans – Change to Lost
Run daily; you can also run this on demand
Fulfillment
Notifies patrons about overdue loans and/or changes a loan’s status to lost according to the configuration for lost loan profiles.
For information on configuring lost loan profiles, see Configuring Overdue and Lost Loan Profiles in the Alma Fulfillment Guide. For information on lost loan management, see Lost Loan Management in the same guide.
To configure the notifications (Ful Lost Loan Notification Letter and Ful Lost Loan Letter), see, Configuring Alma Letters on page 219.
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Table 19. Scheduled Jobs
Name
User
Category
Description
Fines/Fees Notification
Yes
Fulfillment
Creates patron emails and/or SMS messages of fines/fees owed.
For information on fines/fees notifications, see Sending Patron Notifications for Fines and Fees on page 63 in the Alma Fulfillment Guide.
Send Overdue Message to Resource Sharing Borrowing Partner
No
Activate/
Deactivate Courses
No
Fulfillment
Labels lending requests as Overdue when working with an ISO or Email partner and a request’s due date arrives.
The job automatically issues notices to borrowing libraries when a lending request is marked as Overdue. When working with an ISO partner, the job updates the borrowing institution with the request’s Overdue status.
Fulfillment
Changes the statuses of courses to be aligned with their start and end dates. When activating courses, this job republishes all bibliographic data with the course data. When deactivating courses, this job republishes all bibliographic data without the course data.
This job also handles special course material by suppressing or deleting items created only for the course. For detailed information on courses, see Managing Courses in the Alma Fulfillment Guide.
Users – Remove Blocks
No
Fulfillment
Remove blocks from user records.
This job determine whether suspended users have fulfilled their suspension period and have not exceeded the configured demerit threshold while on suspension. If so, the userʹs block is lifted. For more information, see Configuring Demerits in the Alma Fulfillment Guide.
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Table 19. Scheduled Jobs
Name
User
Category
Description
Expired Lending Request
Yes
Fulfillment
Checks for resource sharing lending requests that expired. The expiration date was automatically communicated by the borrower in the borrower request. The request expires on the lender side, and the borrower is automatically notified about the expiration. In response, the borrower activates the next partner in the rota.
This job runs on requests that have an expiration date in the past, and which contain one of the following statuses:
 Created Lending Request
 Being Processed
 Locate Failed
If there is a lending request that you do not want to expire, assign it the status Non‐
Expiring.
When the job runs and detects expired requests:
 An Expired ISO message is sent to the partner
 The resource request is canceled
 The request’s status is changed to Expired
When the borrower receives the Expired ISO message, it activates the next partner in the rota. If there is no additional partner in the rota, the request is expired.
Distribute Central Resource Sharing Configuration
Yes
Fulfillment
Distributes the following among all institutions in a Network Zone:
 Resource sharing partners
 Rota templates
 Rota assignment rules
 Locate profiles
 Workflow profiles
 Sending borrowing request rules.
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Table 19. Scheduled Jobs
Name
User
Category
Description
Distribute Network Fulfillment Changes to Members
Yes
Fulfillment
Distributes policies and Terms of Use configured in a Network Zone to all of the network’s member institutions.
Metadata Import w/ <import profile>
Yes
Import
Imports bibliographic records for import profiles that use FTP. For more information, see Configuring New Import Profiles in the Alma Resource Management Guide.
 Publishing to Primo
Yes
Publishing
Publishes institution or Network Zone records to Primo or Primo Central. For more information, including scheduling, see Publishing to Primo, Publishing from the Network Zone Institution, and Configuring the Publishing Profile in the Alma Integration with Primo Guide.
Publishing RSS Feed <profile name>
Yes
Publishing
Publishes RSS feeds. For more information, including scheduling, see Configuring RSS in the Alma Resource Management Guide.
Publishing Platform Job <profile name>
Yes
Publishing
Publishes records according to the configuration of general profiles. For more information, including scheduling, see Publishing and Inventory Enrichment in the Alma Integrations with External Systems Guide.
Publishing to Google Scholar
Yes
Publishing
Publishes records to Google Scholar. For more information, including scheduling, see Publishing Electronic Holdings to Google Scholar in the Alma Integrations with External Systems Guide.
The policies and Terms of Use defined at the Network Zone can be viewed at the member institutions for successful records. These policies appear on the Policy Management page with a Policy Owner value of Network (see Configuring Policies in the Alma Fulfillment Guide).
 Network Publishing Job
 Publishing to Primo Central
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Table 19. Scheduled Jobs
Name
User
Category
Description
 Publishing to OCLC – Biblio‐
graphic Records
Yes
Publishing
Publishes bibliographic/holdings records and embedded holdings to OCLC. For more information, see Publishing to OCLC in the Alma Integrations with External System Guide.
Publish Records to PubMed
Yes
Publishing
Publishes bibliographic records to PubMed. For more information, see Publishing to PubMed in the Alma Integrations with External System Guide..
Upload Holdings to Libraries Australia
Yes
Publishing
Publishes records (all, or updates) marked to be published to Libraries Australia (by the job Synchronize MMS with National Catalog).
Inventory – Electronic Collection Activation/
Deactivation
No
Repository
Sets the availability of electronic collections according to their activation start and end dates. For more information, including configuration, see Table 43 in the Alma Resource Management Guide.
MMS – Build Record Relations
No
Repository
Creates relationships between MMS (bibliographic) records.
Authorities – Handle Local Authority Record Updates
No
Repository
Not used. Replaced by the Authorities ‐ Link BIB Headings job.
 Publishing to OCLC – Holdings Records
For configuration and scheduling, see Libraries Australia Publishing Profile in the Alma‐Primo Integration Guide.
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Table 19. Scheduled Jobs
Name
User
Category
Description
Authorities – Link BIB Headings
No
Repository
Links bibliographic headings to matching authority headings (preferred and non‐
preferred), giving priority to local authorities, if enabled. Bibliographic headings that are linked to non‐preferred authority headings are marked for preferred‐term correction.
Processing is handled in the following manner:
 The job searches all authority record fields, including subdivision fields, for complete terms listed in bibliographic records (giving priority to local authorities, if enabled).  If exact matches are found, the bibliographic records are linked to the corresponding authority records.  If more than one authority headings record match is found (a multi‐match), the bibliographic headings record requires manual handling.
 If exact matches are not found, the subdivision fields are disregarded, a search of all authority records is performed once again, and the bibliographic records are linked to the matching authority records that are located during the second search.
For more information, see Working with Authority Records on page 270 in the Alma Resource Management Guide.
Authorities – Preferred Term Correction
No
Repository
 Updates bibliographic data fields that were marked for preferred term correction by the Authorities ‐ Link BIB Headings job.
For more information, see Working with Authority Records on page 270 in the Alma Resource Management Guide.
Inventory Remote Storage Update – <integration profile>
No
Repository
Updates remote storage when changes in the remote storage inventory are registered in Alma.
Indexing
No
Repository
Performs system repository maintenance.
Flattening
No
Repository
Performs system repository maintenance.
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Table 19. Scheduled Jobs
Name
User
Category
Description
System Maintenance Job
No
SAAS Operator
Performs system maintenance.
Users <external action> Using Profile <integration profile>
Yes
Users
Performs an external action. For example, IMPORT or SYNCHORNIZE user information from external sources such as a Student Information System (SIS). For more information, including configuration, see Student Information Systems in the Alma Integrations with External System Guide.
Appears if you have at least one Users type integration profile.
Export to Bursar Using Profile <integration profile>
Yes
Users
Exports patrons fines and fees to the bursar system. For more information, including scheduling and configuration, see Bursar Systems in the Alma Integrations with External System Guide.
Appears if you have at least one Bursar type integration profile.
Configuring Email Notifications for Scheduled Jobs
You can configure the email notifications that are sent after a scheduled job runs.
To configure email notifications for scheduled jobs:
1
On the Monitor Jobs page (Administration > Manage Jobs > Monitor Jobs), select Actions > Email Notifications on the Scheduled tab for the job whose 329
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email notification you want to configure. The Email Notifications for Scheduled Jobs page appears.
Figure 220: Email Notifications
2
Click Add User to configure email notifications to be sent to users. The following appears.
Figure 221: Add User
3
In the User text box, enter the name of an Alma user or click the Find icon and select the Alma user to whom you want email notifications sent.
4
Select the Send on success check box to have an email notification sent when the job completes successfully and select the Send on error check box to have an email notification sent when the job does not complete successfully.
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NOTE:
Successful completion of a job does not mean that the job did not produce errors. Rather, it means that the job completed with the status of Completed Successfully (as shown in Monitor Jobs > History tab). 5
Click Add to configure another user to receive an email notification for the job; otherwise, click Add and Close.
6
Click Add Email Address to configure email notifications to be sent to an email address (follow the steps described above).
7
After you have completed configuring the email notification recipients, click Save.
When a job completes, all subscribers receive an email notification for the job. The email that is sent is the System Job Letter; see Letter Types on page 222.
Viewing Running Jobs
You can view all jobs that are currently running on the Running tab of the Monitor Jobs page. In addition, Alma includes dedicated pages that list running and completed jobs of specific types. For the list of job types with their own Alma pages, see Job Types with Their Own Management Pages on page 332.
The Running tab of the Monitor Jobs page lists all running jobs. You can filter the list by category and search using the quick‐search Find field. Figure 222: Monitor Jobs Page – Running Jobs
Alma jobs run either single‐ or multi‐threaded. The difference between these is: 
Single‐threaded – These jobs are processed in one run, within a relatively short time period (up to 30 minutes). The progress of the job is not shown in the Running tab. An example of a single‐threaded job is the fiscal period rollover job.

Multi‐threaded – These jobs are processed in small bulks, using parallel threads. The Running tab shows the job’s progress as it is run. Examples of a multi‐threaded job are indexing, publishing, and SIS imports/
synchronization.
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Each job in the Running tab includes the following information:
Table 20. Monitoring Jobs - Running Tab
Column Name
Description
Name
The job name.
Job Category
A category defined by the library component and user role associated with the job. Creator The user who ran the job. For user‐submitted jobs, the name is the user’s user name. For system jobs, the name is System.
Submit Date
The date and time when the job was submitted.
Start Date
The date and time when the job started.
Progress The percentage of progress in the execution of the job.
Status
The current progress of the job. The following statuses are available:
 Queued – The job will run only after a blocking job completes. For example, only one electronic activation job can run at a time.
 Pending – The job is waiting for system resources to run.
 Initializing – This is relevant for multi‐threaded jobs only.
 Running – The job is running.
 Aborting – Alma is stopping the job.
 Finalizing – The actions that result from the job running are being carried out—for example, the FTP of processed files. Finished jobs can be viewed in the History tab (see Viewing Completed Jobs on page 334).
To refresh the page view as the job progresses, click Refresh.
Job Types with Their Own Management Pages
Alma includes pages that list running and completed jobs of specific types. Job types with their own Alma pages include:

Acquisitions (see the Alma Acquisitions Guide):

Delete POs – See Deleting POs

Roll over ledgers – see Rolling Over Ledgers
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




Roll over encumbered PO lines – see Rolling Over PO Lines

Import a file using an import profile – Monitoring Import Jobs

EDI communication – see Monitoring EDI Jobs in the Alma Integrations with External Systems Guide
Administration (see the Alma Administration Guide):

Purge users – see Purging Users

Waive fines – see Waiving Fines in Bulk

Manage circulation desk operators – see Managing Circulation Desk Operators

Health check – HealthCheck Tool

Run an integration profile – Many of these jobs have their own running/
history pages. For more information, see Configuring Integration Profiles.
Fulfillment (see the Alma Fulfillment Guide):

Change due dates – see Changing Loan Due Dates in Bulk

Restore temporarily shelved items – Viewing Restore Request Jobs

Upload loans and transactions created off‐line – see Offline Circulation

Mark items requiring action – see Items Requiring Action

Run transfer requests – see Transfer Requests

Create a fines and fees report – see Creating Fines and Fees Reports
Integration and Publishing Profiles (see the Alma Integration with External Systems Guide)

Export/import invoice information from financial systems – see Financial Systems

Send/receive EDI communication with vendors – see Monitoring EDI Jobs

Publish inventories – see Publishing and Inventory Enrichment

Import resource sharing borrowing requests – see Importing Resource Sharing Borrowing Requests From an External System

Send requests to remote storage – see Requests to Remote Storage Facilities

Import/export users from/to Student Information System (SIS) – see Student Information Systems

Publish fines to a bursar system – see Bursar Systems
Resource Management (see the Alma Resource Management Guide):

Import a file using an import profile – see Running a New Import Job
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
Overlap analysis – see Overlap Analysis

Export records using a publishing profile – see Configuring Publishing Profiles
Viewing Completed Jobs
The History tab of the Monitor Jobs page lists all the jobs that have completed. In addition, Alma includes pages that list running and completed jobs of specific types. For the list of job types with their own Alma pages, see Job Types with Their Own Management Pages on page 332.
On the History tab, you can view jobs in a specific time period, according to filter parameters and/or by search results. The history of a job is available for up to one year after it completed.
NOTE:
If you do not see the job in the Completed tab list, check the Running jobs tab to determine whether the job is still running.
To view job history for imports, see Viewing an Import Profile Job History in the Alma Resource Management Guide.
To view the history of a specific job, select Actions > Job History for that job in the Scheduled tab.
Figure 223: Monitor Jobs: History Tab
To filter the list of jobs on the page:
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
Use Submit Date from/to to enter a date range for the completed jobs. By default, this filter is set to the past day.

Use the Job Category Filter to filter jobs by category.

Use the Status Filter to filter jobs by status. For the list of statuses, see Table 21. All Unsuccessful matches all statuses except Completed Successfully.

Use the Find search box to search free text that matches a job’s Name or Job Details. Searches return only jobs that completed in the last thirty days.
Click Refresh to update the list as jobs finish.
Each job in the list includes the following fields:
Table 21. Monitoring Jobs - History Tab
Column Name
Description
Name
The job name.
Job ID
The job ID.
Job Category
A category defined by the library component and user role associated with the job. Creator The user who ran the job. For user‐submitted jobs, the name is the user’s user name. For system jobs, the name is System.
Submit Date
The date and time when the job was submitted or scheduled.
Start Date
The date and time when the job started to run.
End Date
The date and time when the job completed.
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Table 21. Monitoring Jobs - History Tab
Column Name
Description
Status
The status of the completed job. The statuses are:
 Aborted by System – Canceled by the user
 Aborted by User – Canceled by the system

Completed successfully – The job was processed successfully.

Completed with errors – The job was not processed completely due to a technical problem. The job may have been partially processed. If the number of errors is below a certain threshold (which is different for each job), the job ends as Completed with warnings.

Completed with no bulks – The job completed successfully; however, no relevant records were found.

Completed with Warnings – The job completed successfully, but produced warnings. If the number of errors is above a certain threshold (which is different for each job), the job ends as Completed with errors.

Institution Name
Failed – the job failed to run.
The institution associated with the job.
This column is available only in a collaborative network and is hidden by default. Use the Columns drop‐down list to display it.
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The following table presents some common jobs that may appear in the list of completed jobs:
Table 22. Jobs that May Appear in the History Jobs List
Job Name
Description
Any manual job run on a defined set – see Running Manual Jobs on Defined Sets on page 285
Any scheduled job – see Viewing Scheduled Jobs on page 312
Any job that also appears on a dedicated management page, including jobs created using integration profiles, import profiles, or publishing profiles – see Job Types with Their Own Management Pages on page 332
Change Vendor on PO
Change vendor on PO. See Changing Vendors in PO Lines and POs in the Alma Acquisitions Guide.
Invoice ‐ Create From Spreadsheet
Upload invoice from an Excel file. See Creating an Invoice From a File in the Alma Acquisitions Guide.
<PDA action> PDA Program <PDA name>
Pause a patron‐driven acquisition. See To pause a PDA program: in the Alma Acquisitions Guide.
Network MMS Record Harvesting Sync Job
Update Institution Zone bibliographic records linked to Network Zone bibliographic records. See Using the Network Harvesting Report in the Alma Collaborative Network Guide.
Distribute Network Zone configuration table changes to member institutions
Distribute table changes to member institutions in a Network Zone. See Centralized Management of Configuration Tables in the Alma Collaborative Network Guide.
Export Order (PO Job
Send POs to vendors. See Financial Systems in the Alma Integrations with External Systems Guide.
Export PO Lines (POL) Job
Send closed or canceled PO lines to vendors. See Financial Systems in the Alma Integrations with External Systems Guide.
Export CZ data for Non‐
ExLibris Link Loader
Export all portfolios in a collection to Excel (Tools > Extended Export). See Using the Portfolio List in the Alma Resource Management Guide.
Export Electronic Resources URLs
Synchronize electronic portfolio URLs with external system. See Extracting Electronic Portfolio URLs in the Alma Resource Management Guide.
Link <electronic collection> to <electronic collection Job
Link electronic collection to the Community Zone. See Linking a Local Electronic Collection to the Community Zone in the Alma Resource Management Guide.
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Table 22. Jobs that May Appear in the History Jobs List
Job Name
Description
Users IMPORT / SYNCHRONIZE / EXPORT / EXPORT_USERS using <integration profile>
Import/export users from/to a student information system (SIS). See Student Information Systems in the Alma Integration with External Systems Guide.
For each job, you can:

View details of a job’s status – click the icon in the Status column.
Figure 61:

View a job report – see Viewing Job Reports on page 338.

View a list of related job events – Viewing Job Events on page 353.
Viewing Job Reports
You view job reports for jobs in the History tab. In addition, Alma includes pages that enable you to view job reports for jobs of specific types. For the list of job types with their own Alma pages, see Job Types with Their Own Management Pages on page 332.
To view a job report:
On the job line on the History (Figure 223 on page 334) tab select Actions > Report or click the icon in the Status column and then click View Report Details. The Job Report page appears.
The following is an example of a job report:
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Figure 224: Job Report Page
NOTE:
To view job reports for import profiles, see Viewing an Import Job Report in the Alma Acquisitions Guide or Viewing an Import Job Report in the Alma Resource Management Guide.
The following sections provide details about certain job reports.
Viewing Authority Processes Job Reports
The Authorities ‐ Preferred Term Correction report provides a counter for Number of Bib‐Heading(s) where no appropriate authorized term was found. Generally, a number appears for this counter if there is problem with an authority record where a non‐preferred term was detected by the job. For example, a non‐preferred term is found in the authority index, and there is a problem with the authority record: for example, the non‐preferred term is registered in the 410 field and the preferred term is in the 100 field. When this happens, the term cannot be changed to the preferred term, and the record is counted in this counter. This is a very rare situation, but it is taken into account.
Viewing Deleted Records Job Report
The job report includes counts for the following and an option to download a detailed Excel file (see the illustration below) of the report (with MMS IDs):

Deleted bibliographic records

Bibliographic records with inventory

Bibliographic records with POs

Bibliographic records related to other records

Bibliographic records linked to collaborative network members’ records
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Figure 62:
Figure 225: Deleted Records Report
To see the report of deleted bibliographic records for this job—including, for collaborative network users, a list of your institutions that are associated with retained records—click the Click to download report text.
Figure 63:
Figure 226: Exported Deleted Records Report
Viewing the Link Local Electronic Resources to the Community Zone
Job Report
The linking job provides the following report information:

Total number of local portfolios processed

Number of local portfolios linked to the Community Zone

Number of local portfolios with no match

Number of multiple bibliographic records with matches (with a link to a set containing MMS IDs)

Number of multiple portfolio matches (with a link to a set containing MMS IDs)

Number of bibliographic records linked to the Network Zone for collaborative networks (with a link to a set containing MMS IDs)

Number of duplicate portfolios
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The following local collection, service, and portfolio information is kept when the linking job is run:

Group settings

PO line and license

Public name (electronic collection)

Description

Notes

Library

PDA ID (portfolios)
Viewing the Overlap Analysis Job Report
The report provides the following information:

Process ID

Name (of the job)

Started on/Finished on dates and time

Total run time 
Created by (user ID)

Status

Status date

Records processed (total number)

Records with exceptions (number)

Links to the reports created
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Figure 64:
Figure 227: Overlap Comparison Report Links
Click the links in the results provided to view the following types of comparisons/reports (in Excel format):

Set comparison:

Complete Overlap Report – Matching titles with identical coverage dates. The report contains the columns:
 Title
 Identifier
 MMS ID
 Collection – Source Set
 Portfolio ID – Source Set
 Coverage – Source Set
 Collection – Target Set
 Portfolio ID – Target Set
 Coverage – Target Set

Partial Overlap Report – Matching titles with partially overlapping coverage dates. The report contains the same columns as the Complete Overlap Report.
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Title Overlap Report – Matching titles with mutually exclusive coverage date. The report contains the same columns as the Complete Overlap Report.

Unique Titles Report – Titles that are unique to the source set you created for the comparison. The report contains the columns:
 Title
 Identifier
 MMS ID
 Collection – Source Set
 Portfolio ID – Source Set
 Coverage – Source Set

Selected titles:

Selected Titles – Title Overlap Report – Matching titles that exist more than once in the repository. The report contains the same columns as the Complete Overlap Report report.

Selected Titles – Unique Titles Report – Titles that exist only once in the repository. The report contains the same columns as the Unique Titles Report report.

Selected Titles – Not in DB Report – Titles that did not have any matches in the repository. The report contains only one column: Identifier.
Each report link has a number in parentheses indicating the number of titles in the report. For example, Selected Titles ‐ Title Overlap report (1) indicates that there is one (1) title in the Title Overlap Report as a result of the comparison that was done.
Below is an example of a Partial Overlap Report that contains matching titles with partially overlapping coverage dates. This illustration is displayed in three sections showing rows 1 through 9 for columns A‐C, D‐G, and H‐K of the report spreadsheet. Specifically, columns G and K show the source and target coverage overlap information. In row 2, for example, coverage years 2000 – 2011 overlap between the source and the target sets for ʺThe South African archaeological bulletinʺ title.
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Figure 65:
Figure 228: Partial Overlap Report Rows 1-9, Columns A-C
Figure 66:
Figure 229: Partial Overlap Report Rows 1-9, Columns D-G with Source Coverage
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Figure 67:
Figure 230: Partial Overlap Report Rows 1-9, Columns H-K with Target Coverage
Viewing Network Publishing Job Report
This report includes three tables that contain the following counts: 
For the Network Zone, the number of New, Updated, Deleted, and Not Published (not changed) records for each resource type. (Electronic Inventory and Bibliographic Records Inventory are currently the types supported).

For each institution, the number of records (filtered by type and status) that are linked to the Network Zone and used to enrich the Network Zone’s bibliographic records.

The number of each member’s proprietary records (not linked to the Network Zone), per resource type, that are New, Updated, Deleted, and Not Published (not changed)
Viewing Lost Loan Job Report
The lost loan job report contains multiple pages of information.
Figure 231: Job Report Page
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Click View Alternative Report to see additional information. The Job Report page refreshes, displaying additional information.
Figure 232: Job Report Page
In the Change to Lost ‐ by Profile and Fines created ‐ by Profile sections, click Actions and select either View failed records or View succeeded records to view the page listing the Job Events.
Figure 233: Job Report Page
Viewing EDI Job Reports
The reports for outgoing POs are short, containing information on the success or failure of the job. Reports for incoming files are more detailed, containing statistics on the number of invoices and invoice lines processed with errors, the number of related PO lines for these invoices, and details of each of the processing errors.
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Figure 234: Example of EDI Job Report
The Job Reports page includes some of the following sections and fields, depending on the type of EDI file processed:

A green banner if the job completed successfully, or a red banner if the job completed unsuccessfully.

Name – The job name

Created by – The user that created the job

Process ID – The job ID [Note: This should be ʺJob IDʺ]

Total run time

Started on – The job start date and time

Finished on – The job end date and time
Alerts

If the job completed with errors, this section appears and contains a list of alerts about the file. Additional information is available in the second Alerts section below.
Job Results Summary

Total records processed
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
Total files handled

Total invoices – The number of EDI invoice files

Total shelf ready order responses – The number of EDI Shelf Ready files

Total report task order responses – The number of EDI Order Report files

Total Journal Claim Order Responses – The number of EDI claim response files (vendor responses to claims that were previously sent from Alma)

Total PO lines – The total number of PO lines mentioned in the Order Response. Appears only for Order Responses.
Alerts – For each alert, the following fields appear:

Error description

Error value

Entity number (does not appear for invoices)
Invoice – Appears only for invoices. For each invoice, the following fields appear:

Invoice number

Number of invoice lines

Number of related PO lines
Click Preview Records to view the invoice.
Order Response Report Task – Appears only for Order Response: Order Report files. For each PO line, the following fields appear:

PO line in order response

Tasks updated

Tasks created
Click Preview Records to view the PO line.
Order Response Shelf Ready – Appears only for Order Response: Shelf ready files. For each PO line, the following fields appear:

PO line in order response

Items updated

Items not updated
Order Response Journal Claim – Appears only for Order Response: Journal Claim files. For each PO line, the following fields appear:

PO line in order response

Items updated

Items not updated
Click Preview Records to view the PO line.
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Viewing the Export PO Lines (POL) Job Report
The report includes the following:

Total records processed

Total files sent

Total POs processed

Total PO lines processed

For each PO, the number of PO lines

Alerts raised when running the job, if any
NOTE:
The job Export PO Lines (POL) can export only up to 1,000 PO lines. If more than 1,000 PO lines are marked for export, the job exports 1,000 of them and the job report page includes an alert suggesting that the user rerun the job to export any remaining PO lines.
Viewing Extracted Electronic Portfolio URLs Job Report
On the Job Report page, click the Link to exported records link.
Figure 68:
Figure 235: Job Report Page
Select Actions > Download to open the .csv file that contains the extracted URLs.
Viewing Dematic ASRS Job Report
On the Monitor Jobs page (Administration > Manage Jobs > Monitor Jobs), select Actions > History for the Dematic ASRS Inventory Export Job.
The Reports page includes the following sections:

Report run statistics (name, ID, user, and run time information)

Failure alerts for messages that could not be sent

Total counts of the messages processed
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
Date range for the report

Breakdown count of Inventory Add messages successfully sent and failed

Breakdown count of Inventory Delete messages successfully sent and failed
Figure 69:
Figure 236: ASRS Report
The Inventory Add and Inventory Delete messages can be viewed in more detail by clicking Preview Records next to each line. Messages sent successfully show the barcodes that were sent. Messages that failed to send show barcodes and error messages.
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Figure 70:
Figure 237: Inventory Add Messages - Successful
Figure 71:
Figure 238: Inventory Add Messages - Error
Alma provides additional inventory updates to the Dematic Automated Storage Retrieval System (ASRS) database when the call number, author, or title changes for an item in the ASRS. These ASRS remote storage inventory updates are in addition to the updates that are triggered when there is a change to an item’s barcode or when items are added or removed from the remote storage inventory. With this additional function, be aware that changes in title or author resulting from a relink holdings operation is not a part of the inventory update capability.
Viewing Records Not Imported Due to Version Prevention in a Job
Report
Expand the Records Not Imported section of the Job Report page to view the report information related to the records prevented from overlaying or merging when a match was found during an import that utilized the Consider Originating System or Ignore Originating System options for the Do not override/merge record with an older version parameter in the import profile 351
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(refer to the description of Do not override/merge record with an older version in Table 70 on page 659 in the Alma Resource Management Guide for more information). Figure 72:
Figure 239: Report of Records Not Imported Due to Version Prevention
The Records with newer version in repository row shows the number of records that were not overlaid or merged as a result of the prevent option being selected in the import profile.
The Total records matched and skipped row includes as part of that number the records counted in the Records with newer version in repository row.
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Using the Actions options, you can download an XML or binary file of the records identified in the report.
Viewing Analytics Scheduled Job Report
The Analytics jobs send Analytics refresh reports and dashboards and send them to the subscribed users. After running, the results are written to a job report.
Figure 240: Analytics Job Report
The report includes one row for each report or dashboard generated by the job. The report includes successful and failed recipients, reports or dashboards with no subscribers, and “non‐existent” reports, which can happen if, after the report or dashboard was scheduled, someone changed the name or location of the report or dashboard source in Design Analytics.
Viewing Job Events
Events reports list additional information about completed jobs, highlighting the significant actions such as successful completion of a job and information about any errors that occurred during the running.
To view job events for a completed job, select Actions > Events. The events related to the job are listed on the Events Report page.
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Figure 241: Events Report Page
Events vary according to the type of job and the job’s tasks and parameters.
Hover your cursor over any event description to view the complete description.
NOTE:
To view job events for imports, see Viewing Import Job Events in the Alma Acquisitions Guide.
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