162 results found

1. Enable "Order" function for Pre-Release Collections in the CZ

   Currently we create local collections for purchases made before a resource is live in order to be able to create the PO line. Once the collection becomes available in the Community Zone we have to activate the CZ collection, replace the resource on the PO line, transfer any other information (licenses, notes, additional orders) to the new collection.

   The ability to order the pre-release collection from the CZ without activating it will eliminate all this extra work and guarantee that all information will remain intact. We had cases where staff forgot to transfer additional orders to the new collection leaving those PO line disconnected to any resource.

   Currently we create local collections for purchases made before a resource is live in order to be able to create the PO line. Once the collection becomes available in the Community Zone we have to activate the CZ collection, replace the resource on the PO line, transfer any other information (licenses, notes, additional orders) to the new collection.

   The ability to order the pre-release collection from the CZ without activating it will eliminate all this extra work and guarantee that all information will remain intact. We had cases where staff forgot to transfer additional orders to the new collection leaving… more

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2. Automate Cleanup of Electronic Resource Activation Tasks

   When electronic resources are ordered in Alma, an activation task is often generated on the Electronic Resource Activation Task List. However, many resources are later activated outside that workflow.

   When this happens, the resource is active and discoverable, but the activation task remains open until staff manually find and close it. Over time, this creates unnecessary clutter and makes the task list less useful for identifying resources that still require action.

   Proposed Solution:

   Add functionality to automatically close activation tasks when the associated portfolio or collection is already active.

   Possible approaches include:

   A scheduled job that reviews open activation tasks and automatically marks tasks as complete when the linked resource is active.

   An optional configuration setting that automatically closes any open activation task when a portfolio or collection is activated, regardless of where the activation occurs.

   This enhancement would reduce manual cleanup, improve task list accuracy, and better align activation workflows with actual resource status in Alma.

   When electronic resources are ordered in Alma, an activation task is often generated on the Electronic Resource Activation Task List. However, many resources are later activated outside that workflow.

   When this happens, the resource is active and discoverable, but the activation task remains open until staff manually find and close it. Over time, this creates unnecessary clutter and makes the task list less useful for identifying resources that still require action.

   Proposed Solution:

   Add functionality to automatically close activation tasks when the associated portfolio or collection is already active.

   Possible approaches include:

   A scheduled job that reviews open activation tasks… more

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3. Add Access Type to Customize View

   It would be very useful to be able to display the Access Type: Current, Perpetual, or Current and Perpetual under collections in the search results.
   Right now we need to click edit collection to see this information. we want to be able to see at first glance which of our collections are perpetual access.

   Please add Access Type as a field we can choose to see. It is not currently listed as an option in customize view.

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4. Update the Job "Change Service Group Settings" to include proxy and linking

   Use case summary: We use inventory groups to manage different inventories for two campuses which also have two separate proxies. This requires the use of the group settings in Electronic Collection settings and Services settings. I need to update the group settings (including proxy and linking information) for many electronic collection settings and service settings, but there is only a job to add a group, not to edit the proxy information. This means I am required to do this manually for each of these collections.

   Job Name: Change electronic collection information
   Job Section(s): Change electronic collection group settings information ; Change service group settings information

   Proposed update: Add under these two sections the ability to update the Group setting proxy and linking information for each group.

   Use case summary: We use inventory groups to manage different inventories for two campuses which also have two separate proxies. This requires the use of the group settings in Electronic Collection settings and Services settings. I need to update the group settings (including proxy and linking information) for many electronic collection settings and service settings, but there is only a job to add a group, not to edit the proxy information. This means I am required to do this manually for each of these collections.

   Job Name: Change electronic collection information
   Job Section(s): Change electronic collection group settings information ;… more

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5. Option to change the default selection for “Handling bibliographic records without inventory” when deleting electronic inventory

   The popup for “Handling bibliographic records without inventory” when deleting electronic inventory has the options of “Delete bibliographic record(s)”, “Do nothing” and “Suppress bibliographic record(s)”.
   The default radio button selection is “Do nothing”.

   Support has confirmed this default and that there are no current configuration options to change this, which has now been added to the documentation.

   The outcome is that we have to change this every single time, as our standard practice is “Delete bibliographic record(s)”.

   This enhancement request is to add a configuration option under Resources > Other Settings to allow the institution to change the default preselection in the “Handling bibliographic records without inventory” popup when deleting electronic inventory.

   Note: There is a precedent for this with the option under Acquisitions > General > Other Settings > polhandlebibrecordwithout_inventory for “Handling empty bib when POL is cancelled. options: MANUAL,DELETE,SUPPRESS,DO NOTHING “.

   The popup for “Handling bibliographic records without inventory” when deleting electronic inventory has the options of “Delete bibliographic record(s)”, “Do nothing” and “Suppress bibliographic record(s)”.
   The default radio button selection is “Do nothing”.

   Support has confirmed this default and that there are no current configuration options to change this, which has now been added to the documentation.

   The outcome is that we have to change this every single time, as our standard practice is “Delete bibliographic record(s)”.

   This enhancement request is to add a configuration option under Resources > Other Settings to allow the institution to change the default preselection… more

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6. Request for Bulk Activation of CZ Collections

   Previously, I submitted an enquiry via Salesforce regarding whether Alma provides a native function that would allow customers to activate a large number of Community Zone (CZ) collections in bulk. We were informed that such functionality is currently not available.

   As we may need to activate approximately several hundred collections, the current manual process is extremely time-consuming. I would therefore like to explore whether the following approach could be considered or supported.

   Using Gale collections as an example, would it be possible to:

   Upload a list of CZ Collection IDs and activate the corresponding collections in batch;
   Subsequently run the "Change Electronic Collection Information" job to apply settings such as proxy configuration, linking parameters, and other collection-level updates; and
   Retain the original CZ collection names while appending additional wording (for example, a suffix) to the electronic collection names where required.

   The objective is to streamline the activation workflow for large-scale collection activations while preserving the existing CZ naming structure.

   Previously, I submitted an enquiry via Salesforce regarding whether Alma provides a native function that would allow customers to activate a large number of Community Zone (CZ) collections in bulk. We were informed that such functionality is currently not available.

   As we may need to activate approximately several hundred collections, the current manual process is extremely time-consuming. I would therefore like to explore whether the following approach could be considered or supported.

   Using Gale collections as an example, would it be possible to:

   Upload a list of CZ Collection IDs and activate the corresponding collections in batch;
   Subsequently run the… more

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7. Handling external content filtering and proxy domain exceptions in Alma e-resources

   Hi everyone. I am fairly new to Alma and still trying to wrap my head around some specific electronic resource management workflows. Recently, our IT team updated our campus proxy and content filtering rules to better control non-academic web traffic on public terminals.

   Since then, we have noticed an issue where legitimate user requests for external web domains get caught in the filter, especially when testing redirect rules for electronic packages or off-campus access. The system keeps flagging certain test URLs incorrectly in our access logs.

   Has anyone else configured custom proxy exceptions or specific vendor bypass rules directly within Alma to handle these misclassifications without disrupting standard user tracking? Any advice or best practices would be greatly appreciated.

   Hi everyone. I am fairly new to Alma and still trying to wrap my head around some specific electronic resource management workflows. Recently, our IT team updated our campus proxy and content filtering rules to better control non-academic web traffic on public terminals.

   Since then, we have noticed an issue where legitimate user requests for external web domains get caught in the filter, especially when testing redirect rules for electronic packages or off-campus access. The system keeps flagging certain test URLs incorrectly in our access logs.

   Has anyone else configured custom proxy exceptions or specific vendor bypass rules directly within… more

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8. Automatically Remove or Flag Bibliographic Records Without Inventory Created by "Link Local Portfolios to Community" Job

   Current Behaviour:

   When local portfolios are linked in bulk to the Community Zone using the Link Local Portfolios to Community job, the associated local bibliographic records remain in the Alma repository even after inventory has been removed. These records become bibliographic records without inventory and require manual cleanup.

   Currently, institutions must:

   Monitor for Bibs without eInventory
   Create a set of Titles Without Inventory.
   Run the Delete Bibliographic Records job against the set.
   Perform ongoing monitoring to identify and remove residual records.

   According to Ex Libris Support, there is currently no mechanism to prevent this behaviour, and it is considered a design limitation.

   Proposed Enhancement:

   Provide an option within the Link Local Portfolios to Community job to automatically handle bibliographic records that no longer have inventory after linking.

   Current Behaviour:

   When local portfolios are linked in bulk to the Community Zone using the Link Local Portfolios to Community job, the associated local bibliographic records remain in the Alma repository even after inventory has been removed. These records become bibliographic records without inventory and require manual cleanup.

   Currently, institutions must:

   Monitor for Bibs without eInventory
   Create a set of Titles Without Inventory.
   Run the Delete Bibliographic Records job against the set.
   Perform ongoing monitoring to identify and remove residual records.

   According to Ex Libris Support, there is currently no mechanism to prevent this behaviour, and it is considered a… more

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9. Ability to de-activate collections with EasyActive setting

   Once you have chosen EasyActive over FullyFlexible, there is no way to switch back (https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Electronic_Resource_Management/070Alma_Single_Activation_Source_for_CDI/020Single_Activation_with_the_EasyActive_Setting). However, at the time of switching there is no way of knowing what future collections will be added, and all CDI records of future collections will be returned in an unfiltered Primo search. For various reasons, we have had to switch to a default unfiltered search in Primo and now results are flooded with CDI records, some not of good quality. If there is no way to switch to FullyFlexible, then please provide an easy method to de-activate collections so that the CDI records do not display in an unfiltered search of Primo.

   Once you have chosen EasyActive over FullyFlexible, there is no way to switch back (https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/Electronic_Resource_Management/070Alma_Single_Activation_Source_for_CDI/020Single_Activation_with_the_EasyActive_Setting). However, at the time of switching there is no way of knowing what future collections will be added, and all CDI records of future collections will be returned in an unfiltered Primo search. For various reasons, we have had to switch to a default unfiltered search in Primo and now results are flooded with CDI records, some not of good quality. If there is no way to switch to FullyFlexible, then please provide an easy method to de-activate collections so that the CDI… more

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10. Automatic Upload of Electronic Holdings (Autoholdings integration) - Walter De Gruyter Publishing

    Implement Automatic Upload of Electronic Holdings (Autoholdings integration) for Walter De Gruyter Publishing

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11. Add facets to left side when working with electronic collections and portfolios

    The current facets for electronic collections are limited to material type. I would like to see a facet to filter by activated/non-activated collections and portfolios. Two use cases:
    1. Activated collection, missing a few portfolios in our IZ because did not have auto add turned on. If I go to the CZ version, there is no way to easily see the unactivated portfolios in that collection so I can activate them. had to page through 17 pages to find the few titles that were not activated.
    2. Seeing unactivated collections in CZ. What if we want to see which gale collections we haven't bought yet? No way to easily see which unactivated collections are available by vendor.

    The current facets for electronic collections are limited to material type. I would like to see a facet to filter by activated/non-activated collections and portfolios. Two use cases:
    1. Activated collection, missing a few portfolios in our IZ because did not have auto add turned on. If I go to the CZ version, there is no way to easily see the unactivated portfolios in that collection so I can activate them. had to page through 17 pages to find the few titles that were not activated.
    2. Seeing unactivated collections in CZ. What if we want to see which gale… more

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12. Provide a direct link to a suppressed collection that will display for a specific audience while keeping it hidden from the main Collections

    It would be nice to be able to create a 'private' collection... where you can provide a direct link to a suppressed collection that will display for a specific audience while keeping it hidden from the main Collections page through Primo.

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13. Display License TOU link with CDI Link-in-Record type records

    We display license terms of use for our electronic collections as we try to be compliant with the subscriptions. We noticed that with CDI link-in-record type records, there is no link for the license TOUs. It would be nice if there was a way to link to the TOUs or add a note to be able to link to TOUs.

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14. Add Kortext to the list of vendors for Autoholdings

    As many institutions in Germany need to switch to Kortext, it would be very helpful if ExLibris could add Kortext to the list of vendors for Autoholdings.
    This would be a great help, particularly for smaller organisations with limited staff.

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15. Add "Open Access" Electronic Access Type

    Please add "open access" as an electronic access type (like perpetual, current, current and perpetual) at both the portfolio and collection levels. With more resources being open access, it would be helpful to be able to mark them as such.

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16. Option to automatically suppress Bib records when AutoHoldings portfolios are unlinked or deactivated

    The Issue:
    Currently, when using vendor AutoHoldings collections (such as Wiley, Elsevier, etc.), Ex Libris recommended best practice is to set "Automatically delete portfolios removed from service" to No. This protects institutions from permanent data loss if a title is temporarily dropped or updated by the vendor.

    However, when AutoHoldings unlinks or deactivates a portfolio in the Institution Zone (IZ), the portfolio remains in the system while becoming inaccessible. Because the bibliographic record is not automatically suppressed, patrons still encounter these titles in Primo VE as "Not Available" or broken links, leading to a poor user experience and unnecessary support tickets.

    Existing parameters like logicalsuppressnoavailinventory do not resolve this, because Alma currently treats an unlinked/inactive AutoHoldings portfolio in the IZ as "active inventory", preventing the parameter from hiding the Bib record in Primo VE.

    Suggested Solution:
    Introduce a built-in feature or automated scheduled job that allows Alma to:

    Automatically suppress Bib records from Discovery when an AutoHoldings update unlinks or deactivates its associated portfolio (without requiring complete portfolio deletion).

    Automatically unsuppress/reactivate the Bib record if the portfolio is later re-linked or reactivated by a subsequent AutoHoldings job.

    Why this is needed:
    Libraries need a way to maintain an accurate discovery catalog for patrons in Primo VE while maintaining safe, conservative collection management settings in Alma without resorting to risky portfolio deletion or manual set maintenance.

    The Issue:
    Currently, when using vendor AutoHoldings collections (such as Wiley, Elsevier, etc.), Ex Libris recommended best practice is to set "Automatically delete portfolios removed from service" to No. This protects institutions from permanent data loss if a title is temporarily dropped or updated by the vendor.

    However, when AutoHoldings unlinks or deactivates a portfolio in the Institution Zone (IZ), the portfolio remains in the system while becoming inaccessible. Because the bibliographic record is not automatically suppressed, patrons still encounter these titles in Primo VE as "Not Available" or broken links, leading to a poor user experience and unnecessary support… more

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17. Add 'Portfolio Parser Parameters' as a Portfolio Loader matching option

    Please add 'Parser parameters' as an additional matching option for activating CZ portfolios using Portfolio Loader.

    Matching by ISBN for large ebook activations results in too many multiple portfolio matches. Since the title IDs in most vendor lists or KBART files match Alma’s parser parameters perfectly, they provide a much better unique identifier than ISBNs for ebooks.

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18. Add publishing year field when creating new local portfolio

    The current workflow for adding the publishing year for local portfolio is not comfortable. The year can only be added when manually editing the record in the metadata editor. Furthermore, the default date is set in the "default template for creating e-journals/e-books" in the metadata editor. That means, if you create a local portfolio, it silently sets a default year. If you don't change the default year in the default template, you will accidentially have a default year from 2022 or earlier etc. (depends on what is set in the default template) because it doesn't update itself year by year.

    So the solution would be, to add a field "publishing year" in the user interface to avoid the manual adding of the publishing year in the metadata editor and to avoid the mistake of not updating the default year.

    The current workflow for adding the publishing year for local portfolio is not comfortable. The year can only be added when manually editing the record in the metadata editor. Furthermore, the default date is set in the "default template for creating e-journals/e-books" in the metadata editor. That means, if you create a local portfolio, it silently sets a default year. If you don't change the default year in the default template, you will accidentially have a default year from 2022 or earlier etc. (depends on what is set in the default template) because it doesn't update itself year by year.

    … more

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19. Improving Participant Management and Anonymous Feedback for Database Trials

    We recently used the Database Trials feature in Alma and would like to suggest the following improvements:

    1. Anonymous Participant Feedback
       It would be very helpful if participants could submit their feedback anonymously. Experience has shown that anonymous feedback encourages more open and honest evaluations, thereby providing a better basis for decisions regarding the acquisition of electronic resources.

    2. Improved Participant Management
       Currently, participants can be added either individually or via a set. However, once they have been added, the options for managing the participant list are very limited. Participants can only be removed one at a time. If the wrong set was accidentally added or if a set needs to be updated, it cannot be removed in its entirety.

    The following enhancements would significantly streamline the workflow:

    -Search and filter functions within the participant list.
    -The ability to remove multiple participants at once.
    -The ability to completely remove a set that has already been added.

    Benefits
    These enhancements would significantly simplify the management of database trials, particularly when dealing with a large number of participants. They would reduce administrative effort, prevent errors, and make the entire workflow for conducting and evaluating database trial accesses more efficient.

    We recently used the Database Trials feature in Alma and would like to suggest the following improvements:

    1. Anonymous Participant Feedback
       It would be very helpful if participants could submit their feedback anonymously. Experience has shown that anonymous feedback encourages more open and honest evaluations, thereby providing a better basis for decisions regarding the acquisition of electronic resources.

    2. Improved Participant Management
       Currently, participants can be added either individually or via a set. However, once they have been added, the options for managing the participant list are very limited. Participants can only be removed one at a time. If the wrong set… more

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    1 comment  ·  Resource Management - Electronic  ·  Delete…  ·  Admin →
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20. Add filter 'interface' to the Community Zone Task List

    We have activated Ebscohost electronic collections, but have renamed the collection to drop 'Ebscohost'. Now when I go through Community Zone Task List, I always have to check the interface. It would be nice to have an Interface filter on the task list.

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