567 results found

1. Restrict access to analytics objects via role AND scope

   When a staff member provides access to an analytics object and adds a role via "add role" there is no option to add a scope to a role. For example when editing an analytics object such as a report and the staff member adds role "physical inventory operator extended" there is no way to see "only if physical inventory operator extended has scope law library". When a staff member is editing an analytics object such as a report and adds a role via "add from profile" Alma will look only at the roles in the profile and not the scope. We need to be able to restrict report access to staff members with particular roles that are from particular libraries. This is especially important in decentralized environments where financial information is not typically shared between libraries.

   When a staff member provides access to an analytics object and adds a role via "add role" there is no option to add a scope to a role. For example when editing an analytics object such as a report and the staff member adds role "physical inventory operator extended" there is no way to see "only if physical inventory operator extended has scope law library". When a staff member is editing an analytics object such as a report and adds a role via "add from profile" Alma will look only at the roles in the profile and not the scope.… more

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2. JSON reports for zero usage are not including a usage data line

   Ex Libris have advised that the current behaviour is by design. When Alma loads an empty file that does not contain any usage data, the log will show "Failed" with no reason or description for the failure. Alma reports should include a message to indicate that there was zero usage, so that users know Alma has conducted a successful harvest.

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   1 comment  ·  Acquisitions - General  ·  Delete…  ·  Admin →
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   Completed  ·  Dana Moshkovits responded

   As of May release Alma knows to handle 3060 error messages coming from vendors which have difficulties analyzing the standard R5 date format. in these cases Alma will re attempt to send the request with a different date format for the vendor to process.

   Additional handling was done to files which were “Fully processed” but did not contain any usage data. In the past the “data description” column was empty.
   In cases where the harvest was successful and there was no data in the file, the status of the harvest will be “Completed – No valid report items found in the file”

   In case a single harvest brought a file with usage for multiple months, and some months had usage while others don’t the status of the harvest will be “Completed”.

   Vendors which Alma can now better communicate with are:
   Sage Journals
   Duke Press
   MIT Press
   American Society of Civil Engineers
   Brepols
   Brill
   American Heart Association
   American Mathematical Society
   Allen Press Pinnacle
   NRC Press
   Rockefeller University Press
   Bloomsbury
   EBSCOhost
   Science Online
   Springer

   As of May release Alma knows to handle 3060 error messages coming from vendors which have difficulties analyzing the standard R5 date format. in these cases Alma will re attempt to send the request with a different date format for the vendor to process.

   Additional handling was done to files which were “Fully processed” but did not contain any usage data. In the past the “data description” column was empty.
   In cases where the harvest was successful and there was no data in the file, the status of the harvest will be “Completed – No valid report items found in the file”

   In case a single harvest brought a file with usage for multiple months, and some months had usage while others don’t the status of the harvest will be “Completed”.

   Vendors which Alma can now better communicate with are:
   Sage Journals
   Duke Press
   MIT Press
   American Society of Civil… more

3. Add "Can't edit restricted users" and "Disable all login restrictions" field options to user analytics or staff login report

   In order to improve security of our Alma institutions, and better manage named users or staff users, we need to be able to generate a user report that displays permissions related to security such as "Can't edit restricted users" on relevant roles, and "Disable all login restrictions."

   Being able to identify which named users have IP restricted login disabled, and which named users have access to editing restricted user groups helps us to be sure that only designated named users have broad access to Alma--we shouldn't have to check this manually, user by user. We should be able to run a report on demand showing named/staff user's status as it relates to security settings, much as we do with the staff login report.

   This information could be added as fields to the staff login report or as criteria in Analytics for user details.

   For reference (see attachments):
   "Disable all login restrictions" appears on the General Information tab of a user's detail page. When checked, and IP login restrictions are configured, the user can sign in to Alma from any IP address, even those outside the IP group.

   "Can't edit restricted users" appears on the User Role Details page for select roles as follows: General System Administrator; User Administrator; User Manager; Circulation Desk Manager; Circulation Desk Operator; Circulation Desk Operator - Limited; and Repository Manager. When restricted user groups are configured, users with the box checked for all relevant roles will not be able to edit users who are members of restricted user group(s).

   In order to improve security of our Alma institutions, and better manage named users or staff users, we need to be able to generate a user report that displays permissions related to security such as "Can't edit restricted users" on relevant roles, and "Disable all login restrictions."

   Being able to identify which named users have IP restricted login disabled, and which named users have access to editing restricted user groups helps us to be sure that only designated named users have broad access to Alma--we shouldn't have to check this manually, user by user. We should be able to run… more

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   Completed  ·  Dana Moshkovits responded

   The following fields were added to Users > User Details:
   Can’t edit restricted users – indicates if the user can edit restricted user groups
   Disable All Login Restrictions – indicates if the user has IP login restrictions disabled

4. Cancellation notices should be sent to requesting staff via email when a temporary move or work order request is cancelled.

   Currently, if a temporary move request or work order request is cancelled for any reason, the staff member who initiated the request does not receive a cancellation notice. The user who cancels the request will see the option to notify the requester, but this is extremely misleading because the notification doesn't go anywhere and isn't viewable in the record of a cancelled item. Example: a reserves staff member places a temporary move request for course reserve on an item in another location. The staff member at the other location cannot find the item, and cancels the request with a reason of "missing", clicking the "notify user" checkbox. The notification goes nowhere, the hold is cancelled, and the requesting staff member is completely unaware that the temporary move request has been cancelled. The system should be automatically designed to alert staff to such breaks in workflows; staff should not have to manually monitor such requests to ensure they're completed.

   Currently, if a temporary move request or work order request is cancelled for any reason, the staff member who initiated the request does not receive a cancellation notice. The user who cancels the request will see the option to notify the requester, but this is extremely misleading because the notification doesn't go anywhere and isn't viewable in the record of a cancelled item. Example: a reserves staff member places a temporary move request for course reserve on an item in another location. The staff member at the other location cannot find the item, and cancels the request with a reason… more

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   2 comments  ·  Fulfillment - Requests  ·  Delete…  ·  Admin →
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   Completed  ·  Dana Moshkovits responded

   Alma now sends cancelation notices to requesting staff via email when a move or work order request is canceled. Cancelling any non-patron request (such as work orders or move requests) with the ‘Notify User’ checkbox enabled will send the cancelation letter to the request creator, such as the operator who placed it.
   For more information please see Alma June Release Notes
   https://knowledge.exlibrisgroup.com/Alma/Release_Notes/2021/Alma_2021_Release_Notes?mon=202106BASE

5. Add Expiry Date as optional field to display in Profile Role list

   We depend on Profiles (Config > User Management > Profiles) to assign multiple roles to many new student hires each semester. We set all student roles to expire at the end of each semester and renew roles each semester for returning workers. We started adding Expiry Dates to roles in frequently-used student Profiles to gain efficiency. We must update the Expiry Dates in each role in a profile in advance of the next round of student staff onboarding. Profiles that are applied less frequently do not get this Role-Expiry Date treatment.

   The problem is that the Profile Roles list display in config does not have an option to include Expiry Date. The Manage Column Display icon show the options: Active, Role Name, Role Area, Scope, Parameters, Status Date). to confirm whether we had configured an individual or multiple roles in a Profile with an Expiry date or not, one must select edit/open each role in the profile to know what is there.

   I have taken to adding a note to the Profile name to indicate when an Expiry Date has been added, however human error can mean the note is not current or applicable to each role in the profile.

   If I had a column with the Expiry Date configured in each role in that Profile, I could easily scan and confirm whether any updates are needed, saving a significant amount of time each semester.

   We depend on Profiles (Config > User Management > Profiles) to assign multiple roles to many new student hires each semester. We set all student roles to expire at the end of each semester and renew roles each semester for returning workers. We started adding Expiry Dates to roles in frequently-used student Profiles to gain efficiency. We must update the Expiry Dates in each role in a profile in advance of the next round of student staff onboarding. Profiles that are applied less frequently do not get this Role-Expiry Date treatment.

   The problem is that the Profile Roles list display… more

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   Completed  ·  Dana Moshkovits responded

   “Expiry Date” has been added as new column to User Profile’s Roles page.
   As of July Release

6. Add 'Test access' button to New Portfolio editor

   When adding a new local portfolio in an electronic collection we will always test access before the task is completed.
   Currently we have to click 'Save and done', search for the portfolio and then test access. If the link is incorrect, we have to edit, save, and test again.

   Please add the 'Test access' button in the New Portfolio editor as in the Electronic Portfolio Editor to save us time and extra clicks.

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   2 comments  ·  Resource Management - Electronic  ·  Delete…  ·  Admin →
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   Completed  ·  Dana Moshkovits responded

   A new page action is added that enables the user to save the newly created portfolio and test the access simultaneously.

   For additional information please see Alma May Release Notes

7. Add ability to load split coverage dates with portfolio loader & export split coverage dates from Alma using standard export methods

   This feature would add the ability to load and export split coverage date ranges for Alma portfolios. Currently, the portfolio loader only allows uploading continuous coverage date ranges. However, in some cases, a journal has split coverage dates. For example, we might have access to a journal from:

   1980-1995
   1997-present

   Currently, there is no way to upload this using the portfolio loader; the portfolio loader will only load one of the date ranges. This means we must do extra manual work to enter these date ranges in the portfolio editor.

   Also, the standard portfolio export features in Alma, in cases where a portfolio has split coverage dates, only export the first range. In the above example (coverage from 1980-1995 and then 1997- present), export options (such as "extended export") only export the first range (1980-1995). This creates confusion when performing exports, as the export sheet does not contain accurate date range information. The only way to export split coverage from Alma is to use Analytics.

   These improved import and export capabilities should be added for all uploadable date fields and all exportable date fields, including both the current coverage dates that display in Primo and the perpetual access date fields only visible in Alma.

   This feature would add the ability to load and export split coverage date ranges for Alma portfolios. Currently, the portfolio loader only allows uploading continuous coverage date ranges. However, in some cases, a journal has split coverage dates. For example, we might have access to a journal from:

   1980-1995
   1997-present

   Currently, there is no way to upload this using the portfolio loader; the portfolio loader will only load one of the date ranges. This means we must do extra manual work to enter these date ranges in the portfolio editor.

   Also, the standard portfolio export features in Alma, in cases… more

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   4 comments  ·  Resource Management - Electronic  ·  Delete…  ·  Admin →
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   Completed  ·  AdminDana Moshkovits (Admin, Ex Libris) responded

   When using the Extended Export function the exported file now supports the export of portfolios with multi-coverage (in addition to the existing support for single-coverage).

   For more information please see Alma November Release Notes

8. Make "Manage Users" table sortable by all headings.

   The "Manage Users" table is sortable by a few columns but not by all. Add the ability to sort by the columns that aren't sortable yet:
   User Group
   Status
   Expiration Date
   Blocks
   Notes

   This will make that table much more useful and easier to work with.

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   Completed  ·  Dana Moshkovits responded

   As of Alma May Release:
   Alma enables the User List to be sorted by User Group, Purge Date and Expiration Date. When using the advanced search, a set can be created to include multiple user groups. These groups or the expiry/purge date can now be sorted. The purge date column is hidden by default and can be added to the displayed columns.
   For More information please see Alma May Release Notes:
   https://knowledge.exlibrisgroup.com/Alma/Release_Notes/2021/Alma_2021_Release_Notes?mon=202105BASE

9. Make the Manage Sets table sortable

   Most institutions make heavy use of Sets functionality, but there are basic UI improvements that would save time and effort. One would be to make the "Manage Sets" table sortable by the column headings that are not currently sortable:
   Active
   Type
   Content Type
   Created By
   Creation Date

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   2 comments  ·  Other  ·  Delete…  ·  Admin →
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   Completed  ·  Dana Moshkovits responded

   As of Alma June Release you can:
   sort the list of sets by any of the existing fields.
   filter the list of sets by content origin
   for more information please see Alma June Release Notes:
   https://knowledge.exlibrisgroup.com/Alma/Release_Notes/2021/Alma_2021_Release_Notes?mon=202106BASE

10. Add Patron Proxy data to Analytics

    It is seemingly impossible to query a list of current patron proxy relationships that have been established in Alma. This is a basic piece of reporting data that needs to be added to Analytics to help libraries keep their patron records up to date.

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    Completed  ·  3 comments  ·  Analytics  ·  Delete…  ·  Admin →
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11. Remove Assigned To column from file exported from Manage Purchase Requests as not populated

    When exporting the purchase requests to Excel from Manage Purchase Requests, the Assigned To column is not populated in the output file. Ex Libris have confirmed that this is by design and Assigned To information is not exported.

    If this information is not included in the export, then the redundant 'Assigned To' column should be removed from the file, as this is misleading for staff.

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    0 comments  ·  Acquisition - Purchase Requests  ·  Delete…  ·  Admin →
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    Completed  ·  Dana Moshkovits responded

    When exporting to excel a list of purchase requests, the assignee column is now populated.

12. Convert to Resource Sharing Request - Needs to be able to work even if an item is in transit to the request.

    Currently we have set up a Scan and Send process. However, dependant on how many staff we have able to digitize items on a given day. We will convert some requests to Resource Sharing. However, it is not possible to do this if an item is already in transit to the request.

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    0 comments  ·  Fulfillment - Requests  ·  Delete…  ·  Admin →
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    Completed  ·  Dana Moshkovits responded

    As of July release institutions can convert ‘Hold’ requests to ‘Resource Sharing’ requests if the pick-up location is personal delivery and the resource sharing library supports personal delivery.
    for more information please see Alma July release notes:
    https://knowledge.exlibrisgroup.com/Alma/Release_Notes/2021/Alma_2021_Release_Notes

13. Make message that displays when resourcing sharing service not available a modifiable label

    Currently most fields on the resource sharing request form can be renamed via the labels interface. However, when a user cannot place a resource sharing request because of fulfillment policies (e.g. their user group or they have exceeded a limit) the message that displays cannot be modified either by ourselves or by support.

    Making it a modifiable label would be consistent with other fields and would allow libraries to edit this to, for example, indicate the most common reasons for being unable to access the service and to give contact details for getting support.

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    2 comments  ·  Resource Sharing  ·  Delete…  ·  Admin →
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    Completed  ·  Dana Moshkovits responded

    In case of blocked Primo’s Blank ILL request, the error message “Resource sharing request service is not available” will be from now on a MashUp label which can be customized and translated.

14. Enable digital rights statements to be assigned independently of access rights

    We really like the new options for digital rights statements (January 2021 release) so that we can have creative commons licences displayed/linked in the Alma viewer.

    However, in complex access scenarios having copyright statements in a 1:1 relationship with access rights will make this difficult to manage configuration, and for Alma users to filter through all the possible alternatives (likely with similar names) to choose the right one for the representation.

    Access rights are technical definitions of the circumstances under which a user will be given access to a representation (parameters like concurrent users, IP range, no restriction, embargo period, registered user, or member of user group)

    Copyright Statements tell the user what they can do with the content.

    There could exist scenarios where a library has a need for embargo periods of 6, 12, 18 months and wish to use a single copyright statement for all of them. This would require that they set up 3 different access rights policies.

    Then if they also have different concurrent user policies (1, 3, 5) and want to use the same copyright statement they also have to set up 3 different access rights policies.

    Then for each of the creative commons copyright statements they have to set up another access rights policy with exactly the same parameters eg. digital everyone (no access restriction). There is another slew of access rights needing to be defined.

    There may be some sitations where the two should be linked, but the option to have them decoupled would simplify configuration and usability for digital inventory operators.

    We really like the new options for digital rights statements (January 2021 release) so that we can have creative commons licences displayed/linked in the Alma viewer.

    However, in complex access scenarios having copyright statements in a 1:1 relationship with access rights will make this difficult to manage configuration, and for Alma users to filter through all the possible alternatives (likely with similar names) to choose the right one for the representation.

    Access rights are technical definitions of the circumstances under which a user will be given access to a representation (parameters like concurrent users, IP range, no restriction, embargo period,… more

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    0 comments  ·  Resource Management - Digital  ·  Delete…  ·  Admin →
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    Completed  ·  Dana Moshkovits responded

    As of August release you can configure copyright statements directly on a representation, independently of the access rights.
    For more information see:
    https://knowledge.exlibrisgroup.com/Alma/Release_Notes/2021/Alma_2021_Release_Notes_Included_Material/2021_RN_08_Main#Configure_Copyright_Statements_Independently_of_Access_Rights

15. Please add Description field to all three tabs in Patron Services page: Loan tab, Return tab, and Request tab

    Currently, there is no Description field in Patron Services page. Library staffs are not able to immediately recognize which issue, volume, or number is loaned, returned, or requested by a patron at a glance in three tabs at this page.

    When circulation desk staff help patron to check or see their loans in Loan tab, Description field is not visible.
    Or, if a patron requests different issues under the same title at a time, when he/she comes to circulation desk and wants to pick up his/her requested items, library staff will need to spend more steps to check the Description of each item. This takes too much time when it is busy at circulation desk.

    When returning items in Manage Item Returns page, we can clearly identify which issue is returned through Description field, this is helpful.
    Please also add Description field into all three tabs in Patron Services page, thank you!

    Currently, there is no Description field in Patron Services page. Library staffs are not able to immediately recognize which issue, volume, or number is loaned, returned, or requested by a patron at a glance in three tabs at this page.

    When circulation desk staff help patron to check or see their loans in Loan tab, Description field is not visible.
    Or, if a patron requests different issues under the same title at a time, when he/she comes to circulation desk and wants to pick up his/her requested items, library staff will need to spend more steps to check the Description… more

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    7 comments  ·  Fulfillment - General  ·  Delete…  ·  Admin →
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    Completed  ·  Dana Moshkovits responded

    A new ‘Description’ column can be added to the list of loan items in the Manage Patron Services page. The column shows the value of the physical item’s ‘Description’ field.
    for more information please see Alma July release notes:
    https://knowledge.exlibrisgroup.com/Alma/Release_Notes/2021/Alma_2021_Release_Notes

16. Remove the gender field

    Entirely remove the gender field (from staff-facing patron data form) or allow us to grey it out so it is not collected. There is no need to collect gender information about library patrons. This is a matter of equity and inclusion.

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    Completed  ·  AdminErez Shabo (Senior Product Owner, Ex Libris) responded

    It is now possible to configure the fields that appear in the patron registration and the Edit User forms.

17. Change physical items - New holding will keep call number type configured in the physical location

    On behalf of the Product management team we would like to understand the need and use cases of the following feature (which it's needed was raised by several customers) your feedback is most welcome.

    Conceptual solution:

    The field 852 indicators 1 will be taken from the physical location configuration when
    moving items.

    https://www.loc.gov/marc/holdings/hd852.html

    https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/030Fulfillment/080Configuring_Fulfillment/030Configuring_Physical_Locations

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    Completed  ·  AdminDana Moshkovits (Admin, Ex Libris) responded

    A new configuration option was added in Alma. When holdings records are created by changing an item's location, if the location has a call number type configured, the call number type of the new holdings is updated to match that configured for the new location

    For more information see August Release Notes

    
    

18. Maintain Receiving Status filter on Received Items List when managing/receiving items with predicted issues

    When receiving continuous orders that have prediction patterns the operator chooses Manage Items from the Receiving Workbench. The form that appears is the Received Items List. The filter for Receiving Status defaults to All. It would be helpful if that filter was sticky and/or customizable so that the filter could be set to Not Received.

    When the list displays all records issues that have been received show and the receiving operator must either change the filter or scroll down the list to find the issue that they need to receive. Sorting this list via ascending or descending will cause the operator to have to scroll to find the correct issue. The ability to set the filter would remedy this situation for the operator.

    When receiving continuous orders that have prediction patterns the operator chooses Manage Items from the Receiving Workbench. The form that appears is the Received Items List. The filter for Receiving Status defaults to All. It would be helpful if that filter was sticky and/or customizable so that the filter could be set to Not Received.

    When the list displays all records issues that have been received show and the receiving operator must either change the filter or scroll down the list to find the issue that they need to receive. Sorting this list via ascending or descending will cause the… more

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    Completed  ·  Dana Moshkovits responded

    As of Alma May Release, Alma’s receiving workbench (Manage items screen) incorporates sticky filters. These sticky filters (Sort Routine, Receiving Status and Location) enable users to easily re-access these workspaces when either a user leaves the screen and returns after a short while or logs in again to Alma.
    For More information please see Alma May Release Notes:
    https://knowledge.exlibrisgroup.com/Alma/Release_Notes/2021/Alma_2021_Release_Notes?mon=202105BASE

19. Make documentation more gender inclusive

    Can we please increase inclusivity by changing to gender-non-specific language in both documentation and descriptions in coding tables?

    The Primo and Alma documentation uses very gendered terms, particularly his / him. End users and library staff are mostly referred to as he / his / him, despite libraries being an overwhelmingly female workforce. We also need to recognise the increasing numbers of non-binary users within our institution.

    I propose the following changes:
    Him or her -> them
    His or hers -> theirs
    She or he -> they

    As one example, a search on Alma documentation shows 3324 results for he, him or his. Searching for she or her mainly brings up German language results.

    Gendered language is also in mapping and code tables e.g. Fulfilment administration > General > Other settings has the description "When user has an active loan, enable him to request the resource with a different loan period policy"

    Can we please increase inclusivity by changing to gender-non-specific language in both documentation and descriptions in coding tables?

    The Primo and Alma documentation uses very gendered terms, particularly his / him. End users and library staff are mostly referred to as he / his / him, despite libraries being an overwhelmingly female workforce. We also need to recognise the increasing numbers of non-binary users within our institution.

    I propose the following changes:
    Him or her -> them
    His or hers -> theirs
    She or he -> they

    As one example, a search on Alma documentation shows 3324 results for he,… more

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20. Ensure sample xml is available at the same time new Alma letters are released

    When new Alma letters are released it would be super helpful if:

    • The sample xml file is added to the zip file here  https://developers.exlibrisgroup.com/blog/alma-letters-xml-samples-for-working-on-xsl-customization to coincide with the Sandbox release

    • Release notes include a link to the post on the developers network

    Even better would be if the sample could be downloaded from within Alma letters configuration

    LettersDefault.xml which is currently downloadable in Alma is a generic xml which cannot be used for customisation. Some letters require a scheduled job to be run (these are disabled on Sandbox by default) making it inconvenient to generate a letter in the system which could then be added to the Preview tab.

    When new Alma letters are released it would be super helpful if:

    • The sample xml file is added to the zip file here  https://developers.exlibrisgroup.com/blog/alma-letters-xml-samples-for-working-on-xsl-customization to coincide with the Sandbox release

    • Release notes include a link to the post on the developers network

    Even better would be if the sample could be downloaded from within Alma letters configuration

    LettersDefault.xml which is currently downloadable in Alma is a generic xml which cannot be used for customisation. Some letters require a scheduled job to be run (these are disabled on Sandbox by default) making it inconvenient to generate a letter… more

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    Completed  ·  Dana Moshkovits responded

    As of of Alma May Release when configuring letters, users can make use of out-of-the-box XML examples. These examples were now enriched to provide more detail that can help uses to customize the letters.
    For more information please see Release Notes:

    https://knowledge.exlibrisgroup.com/Alma/Release_Notes/2021/Alma_2021_Release_Notes?mon=202105BASE