1691 results found

1. When creating a new local portfolio generates a new bib record, the portfolio's material type should determine the bib's material type.

   ExL documentation states, "When creating a new bibliographic record, the portfolio material is not taken into account. Thus, when you add a local portfolio and set a specific electronic material type, a bibliographic record is also created, but with 'Book' as the material, regardless of the portfolio's material. When adding ISSN, the material remains to be 'Book'. "

   This is imprecise and creates issues for discovery: when I create a new portfolio for a Kanopy video and select Electronic Material Type=Streaming Video, the bib record is encoded for a book. So in Primo, the video's Resource Type shows as book, and that facet will not work properly for users limiting to "Video/Film." I believe this would be fixed if the new bib was given a value "g" (projected medium) in LDR 06 if Electronic Mat Type=Streaming Video, rather than a value of "a" (language material).

   Please consider mapping material type in the bib record/leader to the Electronic Material Type chosen during local portfolio creation.

   ExL documentation states, "When creating a new bibliographic record, the portfolio material is not taken into account. Thus, when you add a local portfolio and set a specific electronic material type, a bibliographic record is also created, but with 'Book' as the material, regardless of the portfolio's material. When adding ISSN, the material remains to be 'Book'. "

   This is imprecise and creates issues for discovery: when I create a new portfolio for a Kanopy video and select Electronic Material Type=Streaming Video, the bib record is encoded for a book. So in Primo, the video's Resource Type shows as book,… more

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   0 comments  ·  Resource Management - Electronic  ·  Delete…  ·  Admin →
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2. Allow a NR to run with the PTC job

   TL;DR:
   We would like to have the ability to run a normalization rule whenever the PTC modifies a record.

   Background:
   In November 2024 Ex-Libris added a new functionality to the PTC job:
   MARC 21 Preferred Term Correction Can Flip Headings with Cross-Reference in Different Field
   https://knowledge.exlibrisgroup.com/Alma/Release_Notes/2024/Alma_2024_Release_Notes?mon=202411

   Problem:
   The PTC job only changes the first indicator correctly when the PTC job changes a field into 630.
   in all other cases, the existing indicators remain.
   We opened a case and spoke directly with Ex-Libris, but were told that the PTC job runs as intended, and that not handling the indicators is not a bug.
   I understand that other institutions have different reasons for having a NR run whenever the PTC changes a record.

   Request:
   We would like to have the option to add a normalization task to the PTC in the configuration menu, that way we will be able to fix problems that arise from this job.

   TL;DR:
   We would like to have the ability to run a normalization rule whenever the PTC modifies a record.

   Background:
   In November 2024 Ex-Libris added a new functionality to the PTC job:
   MARC 21 Preferred Term Correction Can Flip Headings with Cross-Reference in Different Field
   https://knowledge.exlibrisgroup.com/Alma/Release_Notes/2024/Alma_2024_Release_Notes?mon=202411

   Problem:
   The PTC job only changes the first indicator correctly when the PTC job changes a field into 630.
   in all other cases, the existing indicators remain.
   We opened a case and spoke directly with Ex-Libris, but were told that the PTC job runs as intended, and that not handling the indicators is not… more

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   3 comments  ·  Metadata Management  ·  Delete…  ·  Admin →
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3. Prevent items to be loaned immediately when they are returned at a SIP2 Self check machine and have a Rapido personal delivery request

   When a loaned item is returned at a SIP2 Self check machine and has a Rapido personal delivery request, the item is automatically loaned to the patron (and sorted to a request bin). Requested items then are scanned in at a circulation desk for further processing. In case of a personal delivery request, the item is immediately returned and marked for reshelving. Librarians do not see that there was a request (and a short loan).

   Previously we handled personal delivery requests via a GetIt request. The effect was the same, but we were able to prevent this behaviour by de-selecting «Supports personal delivery» in the associated circulation desk. Thie way the item wasn’t returned immediately, but transferred to a circulation desk where personal delivery requests are supported. A scan in loan the item to the patron.

   What we need is a similar configuration that prevents returns in case of a Rapido personal delivery request.

   PS: Setting 'Prevent Requested Items Check In' to 'Yes' in the Self Check integration profile (and give users a message like 'Item is requested and must be checked in at the circulation desk' is not an option. This would change the behaviour of most of the other requested items (e.g. pickup locally) which are behaving fine. And it would be no solution for libraries without served circulation desks or – as in our case – with 7/24 Self check machines outside the library.

   When a loaned item is returned at a SIP2 Self check machine and has a Rapido personal delivery request, the item is automatically loaned to the patron (and sorted to a request bin). Requested items then are scanned in at a circulation desk for further processing. In case of a personal delivery request, the item is immediately returned and marked for reshelving. Librarians do not see that there was a request (and a short loan).

   Previously we handled personal delivery requests via a GetIt request. The effect was the same, but we were able to prevent this behaviour by de-selecting… more

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   1 comment  ·  Fulfillment - Requests  ·  Delete…  ·  Admin →
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4. Improvements to Pick From Shelf list needed

   Currently our staff spend too much time managing requests. Improvements to the interface for Pick From Shelf would help in some of these cases. We would like to see:

   1. A search box.

   Very often we need to target a particular request, a task made more difficult by less than ideal facets (see #2). Search functionality exists under Monitor Requests & Item Processes, but not all options for handling requests are available in that view (such as "Skip Location").

   1. Better facets.

   Two of the facets available in the Monitor Requests & Item Processes view would be great for Pick from Shelf: "Request/Process Type" and "Pick-up Location". Currently we have a need to facet out temporary move requests in order to view only the patron physical item requests. To do so in Pick from Shelf we use the "Destination" facet, which is still not ideal because we cannot see individual library hold shelves or whether an item is for office delivery. "Request/Process Type" would allow us to separate the two types of requests very easily. The facet "Pick-up Location" from Monitor Requests and Item Processes would then allow us to see which hold shelf an item is routing to or whether it is for Office Delivery. Adding these two facets would allow us to prioritize our requests more efficiently.

   Currently our staff spend too much time managing requests. Improvements to the interface for Pick From Shelf would help in some of these cases. We would like to see:

   1. A search box.

   Very often we need to target a particular request, a task made more difficult by less than ideal facets (see #2). Search functionality exists under Monitor Requests & Item Processes, but not all options for handling requests are available in that view (such as "Skip Location").

   1. Better facets.

   Two of the facets available in the Monitor Requests & Item Processes view would be great for Pick from Shelf:… more

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   7 comments  ·  Fulfillment - Requests  ·  Delete…  ·  Admin →
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5. Fulfilment find patron

   Fulfilment - enter patron name & select from list - should not have to additionally click 'Go'/enter to display record

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6. Exclude expired users from bursar integration job

   Our bursar is not currently able to collect charges from users who are no longer at the university. So we want to be able to able to exclude these patrons from the reports that are sent to the bursar with bursar integration. The fact that this doesn’t exist now has prevented us from implementing integration.
   We would like this functionality to be an additional filter in the bursar integration settings that would exclude users whose expiration date is in the past. If it could specify an actual or relative date, this would be an additional improvement.

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   1 comment  ·  APIs and Integrations  ·  Delete…  ·  Admin →
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7. Using load portfolios in a collection to update POL link

   We currently use the Load Portfolios tool in the Electronic service to update portfolio information. We have found this won't update the PO Line information in the Acquisition tab of the Portfolio. It is included in the data in an extended export of portfolio information, but does any changes/additions made to this field in the spreadsheet are not reflected in Alma when it is loaded.

   We would like to be able to add/change this information using the Load portfolios tool.

   A recent example of where this would be useful was a number of portfolios were incorrectly deleted from a collection. The portfolio and POL data was able to be extracted from Sandbox, but the POL data did not load into Alma and then had to be entered manually for each portfolio with an individual POL.

   We currently use the Load Portfolios tool in the Electronic service to update portfolio information. We have found this won't update the PO Line information in the Acquisition tab of the Portfolio. It is included in the data in an extended export of portfolio information, but does any changes/additions made to this field in the spreadsheet are not reflected in Alma when it is loaded.

   We would like to be able to add/change this information using the Load portfolios tool.

   A recent example of where this would be useful was a number of portfolios were incorrectly deleted from a collection.… more

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8. Making Copy to Community / Network / Institution configurable

   When searching for authoritiy records, there are options to copy an authority to Network or to Community or even to the Institution zone.

   We understand there may be institutions and consortia administrating different kind of vocabularies at different levels, but this is not the case for all. We see in our consortium too many mistakes due to catalogers selecting the wrong button when importing a record. We therefore strongly suggest making all these options configurable, so that it will be possible to hide the buttons.

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9. Add Associated PO Line field to New Order Import Profile & Update PO Lines job

   Alma lacks the functionality for batch adding an Additional PO Line to a group of PO Lines. Because Alma lacks this functionality, a great deal of manual work is required.

   Here is the use case: we made a large prepayment (the parent POL), and now we are creating technical orders (the child POLs) for all the items we chose to purchase with that pre-payment. We need each of the child POLs to have the parent POL as its Associated PO Line. We can create the child POLs in a batch using a New Order Import Profile. However, we have no way to batch-assign the Associated PO Line to all the child POLs. The New Order Import Profile does not have an Additional PO Line field, and the PO Line jobs in Alma do not include the ability to add or update an Associated PO Line. So, there is no way to add an Associated PO Line aside from manually editing each individual PO Line. This is a lot of manual work. We suggest this problem should be addressed in two ways:

   1) We need to be able to add an Associated PO Line as part of the New Order Import Profile. This should be one of the options in the PO Line Information tab.

   2) Associated PO Line should be one of the fields that is updatable in the Update PO Lines Information job. This will ensure we can batch-add an Associated PO Line to PO Lines that are already in Alma.

   Alma lacks the functionality for batch adding an Additional PO Line to a group of PO Lines. Because Alma lacks this functionality, a great deal of manual work is required.

   Here is the use case: we made a large prepayment (the parent POL), and now we are creating technical orders (the child POLs) for all the items we chose to purchase with that pre-payment. We need each of the child POLs to have the parent POL as its Associated PO Line. We can create the child POLs in a batch using a New Order Import Profile. However, we have no… more

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10. Add Electronic Service Information Update Job

    Electronic Portfolios and Electronic Collections each have an Information Update job in Alma. Electronic services need the same functionality because they are also affected in bulk by changes.

    Job Name: Change Electronic service information
    Job Description: Update Electronic service information for a set of Electronic services
    Job Content Type: Electronic Service
    Job Type: Information Update

    Use Case: ProQuest began requiring a value for the CLIENTID parameter in the Linking Parser Parameters section of all ProQuest electronic services. With over 50 ProQuest electronic collections activated, that meant that over 50 electronic services had to be manually edited one at a time to add the same CLIENTID value in the Linking Parser Parameters section of the Linking tab.

    Desired Workflow: Create a set of all affected electronic services. Run the Change Electronic service information job to edit the linking parser parameter in bulk by specifying both the parameter name (CLIENTID) and value (e.g., 12345). The job systematically updates the value of the CLIENTID parameter for each electronic service in the set.

    Electronic Portfolios and Electronic Collections each have an Information Update job in Alma. Electronic services need the same functionality because they are also affected in bulk by changes.

    Job Name: Change Electronic service information
    Job Description: Update Electronic service information for a set of Electronic services
    Job Content Type: Electronic Service
    Job Type: Information Update

    Use Case: ProQuest began requiring a value for the CLIENTID parameter in the Linking Parser Parameters section of all ProQuest electronic services. With over 50 ProQuest electronic collections activated, that meant that over 50 electronic services had to be manually edited one at a time… more

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    3 comments  ·  Resource Management - Electronic  ·  Delete…  ·  Admin →
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11. The line separator in Analytics outputs is normally a semicolon, but should not be ambiguous

    In various exports from Analytics, it was noticed that the characters present in Alma are output as follows:

    • sharp bracket < present in Alma is put out by Analytics as & l t ;
    • sharp bracket > in the Alma (bibliographic data) material is put out by Analytics as & g t ;
    • ampersand & as & a m p ;

    This is likely due to HTML being used as the export format in Analytics. However, for the further processing of large amounts of data, it is disruptive that a semicolon is used for coding here. The semicolon appears both within individual data cells in Alma (e.g. in BIB data fields) as part of the data content or as a formal description character and also as a line separator in results from Analytics (every time a BIB category is repeated).
    It would be beneficial if the ambiguous use of the semicolon in Analytics were flanked in such a way that the line separator is represented by a character that does not additionally appear in running texts or through the HTML conversion of sharp brackets or the ampersand.

    We were referred to idea exchange.

    In various exports from Analytics, it was noticed that the characters present in Alma are output as follows:

    • sharp bracket < present in Alma is put out by Analytics as & l t ;
    • sharp bracket > in the Alma (bibliographic data) material is put out by Analytics as & g t ;
    • ampersand & as & a m p ;

    This is likely due to HTML being used as the export format in Analytics. However, for the further processing of large amounts of data, it is disruptive that a semicolon is used for coding here. The semicolon appears both… more

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    4 comments  ·  Analytics  ·  Delete…  ·  Admin →
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12. Link to next higher level when Alma can't match to article or chapter

    When Alma cannot successfully link to an article because of no exact match is found, it would be helpful for Alma to use alternative metadata, such as the page number, to target. It would also be useful to users to be taken to the next higher level of the publication, e.g., the journal issue page. If there is uncertainty about the issue, then users should be taken to the journal page.
    This problem frequently arises for short pieces and book reviews. For example, some journals publish book reviews in a section entitled, "Book Reviews", rather than as separate articles. In such cases, Alma's link resolver returns an error and no useful information for the user.

    When Alma cannot successfully link to an article because of no exact match is found, it would be helpful for Alma to use alternative metadata, such as the page number, to target. It would also be useful to users to be taken to the next higher level of the publication, e.g., the journal issue page. If there is uncertainty about the issue, then users should be taken to the journal page.
    This problem frequently arises for short pieces and book reviews. For example, some journals publish book reviews in a section entitled, "Book Reviews", rather than as separate articles. In… more

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    0 comments  ·  Link Resolver  ·  Delete…  ·  Admin →
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13. Improve po_line_remove_interested_users_job

    The polineremoveinterestedusers job allows institutions to delete Interested Users from PO lines that have closed. However, there are many times when a PO line is closed before the item has left the department; consequently, running the polineremoveinterestedusers job means that interested users may be deleted before the item becomes available. Additionally, while the job removes the Interested Users from Alma, it does not remove the information from Analytics.

    We request that:
    A. Institutions have the ability to set a delay on the job based on the date the PO line was closed. (E.g., the job runs weekly, but only deletes Interested Users in PO lines that were closed X number of days ago);
    B. The job is designed to run on PO lines that are closed but no longer in the department or in a work order (eliminating the risk that Interested Users will be deleted from a closed PO line before the item has left the department);
    C. Interested Users that are deleted in PO lines are also scrubbed from Analytics.

    The polineremoveinterestedusers job allows institutions to delete Interested Users from PO lines that have closed. However, there are many times when a PO line is closed before the item has left the department; consequently, running the polineremoveinterestedusers job means that interested users may be deleted before the item becomes available. Additionally, while the job removes the Interested Users from Alma, it does not remove the information from Analytics.

    We request that:
    A. Institutions have the ability to set a delay on the job based on the date the PO line was closed.… more

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14. Always add newly implemented fields to API and Analytics

    We have repeatedly run into issues with the following: Things implemented in the Alma UI are not automatically available via API and/or Analytics.

    Recent examples include:
    * June 2020 "Can't edit restricted users" - Ex Libris offered to add this to the API, but not to Analytics
    * CDI Search activation status - as of now it is not clear whether we will have access to this via API

    To be honest: I am not willing to open an idea or NERS every time Ex Libris thinks it's nice to have something in the Alma UI, but do not care to implement for the API and/or Analytics. And I thought: Maybe neither are you.

    There might be cases where it actually makes sense to add a field to only one of the three systems. But these systems are interlinked and Ex Libris should handle them as such. Only in very rare cases such fields should only be available in Alma UI and there must be information included in the release notes why exactly something was not added to the API and/or Analytics.

    We have repeatedly run into issues with the following: Things implemented in the Alma UI are not automatically available via API and/or Analytics.

    Recent examples include:
    * June 2020 "Can't edit restricted users" - Ex Libris offered to add this to the API, but not to Analytics
    * CDI Search activation status - as of now it is not clear whether we will have access to this via API

    To be honest: I am not willing to open an idea or NERS every time Ex Libris thinks it's nice to have something in the Alma UI, but do not care… more

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15. Ability to remove default suppressed filter from resource locate

    When using resource locate within reading lists to link a citation to a title the default search filters out suppressed title records.

    This could be changed by adding mms_tagSuppressed to the Locate Citation By Fields table (Fulfillment Configuration > Courses > Locate Citation By Fields). Allowing it to be disabled.

    This would be useful for us as we regularly use suppressed records where the physical item is not held but a representation of a chapter or article is and the representation will not be discoverable by primo. This prevents a title with no holdings appearing.

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16. Show "Open for Update" override enabled

    This is about the protection of data for external user records. I have copied the below text from the Alma Documentation page: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/050Administration/030User_Management/010Managing_Users#UserDetails

    To enable editing other fields of external users, select Open for Update, and select Yes. Edit the relevant fields and select Save. Note that changes you make to most fields will be lost after the next SIS synchronization job. However, Alma prompts you to determine whether the following fields will be overridden with the next SIS synchronization job: Title, PIN number, Job category, User group, Campus, Preferred language, Resource sharing libraries, Cataloger level, Selected patron letters. (Note that this determination is kept internal and is not externalized in the user record in any way.)

    If I open an external user account and want to protect the mentioned data fields and click "yes" to protect these fields, we need a way to tell that I have enabled these fields to be protected.

    So if I have User 1 and User 2 and I open User 1 and then open for update and protect those fields and then I open User 2 and open for update but DO NOT protect those fields, we need a way by looking at User 1 and User 2 records that one has these fields protected and one does not have these fields protected.

    My idea is to allow this to be visible when these fields are protected.

    (I had a salesforce case for this, for reference it was 00918286).

    This is about the protection of data for external user records. I have copied the below text from the Alma Documentation page: https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/050Administration/030User_Management/010Managing_Users#UserDetails

    To enable editing other fields of external users, select Open for Update, and select Yes. Edit the relevant fields and select Save. Note that changes you make to most fields will be lost after the next SIS synchronization job. However, Alma prompts you to determine whether the following fields will be overridden with the next SIS synchronization job: Title, PIN number, Job category, User group, Campus, Preferred language, Resource sharing libraries, Cataloger level, Selected patron letters. (Note… more

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17. Better flexibility / more weekly options when scheduling Fulfillment Job (i.e. Fees/Fines Notification Job)

    Hello,

    we would like to be more flexible, to have more options to choose from when scheduling the Fees/Fines Notifications Job (or even better: all Fulfillment Jobs).

    Currently, we are using the only weekly option available (every Tuesday at 11:00), but since some of our legally relevant Fees/Fines Notification Profiles are set to printed letters, the offered time slot could not be much worse.

    When we have signed and sealed the letters, there is no chance at all to get them out by the same day's post.

    Please add at least another weekly time slot in the early morning hours, like 6:00, 7:00 or 8:00. We are not to choosy as the weekday is concerned.

    Thank you so much for considering and/our supporting our plea.

    Eva-Maria Horita, FHB Aachen

    Hello,

    we would like to be more flexible, to have more options to choose from when scheduling the Fees/Fines Notifications Job (or even better: all Fulfillment Jobs).

    Currently, we are using the only weekly option available (every Tuesday at 11:00), but since some of our legally relevant Fees/Fines Notification Profiles are set to printed letters, the offered time slot could not be much worse.

    When we have signed and sealed the letters, there is no chance at all to get them out by the same day's post.

    Please add at least another weekly time slot in the early morning hours,… more

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    1 comment  ·  Fulfillment - General  ·  Delete…  ·  Admin →
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18. Add option to close library for borrowing or lending requests based on format of request

    A library can close for borrowing or lending requests and include dates when the library can't process borrowing or lending requests. It would be helpful and provide more efficient processing of borrowing and lending requests if requests could be deflected by format.

    As a borrowing library, there are times when a patron's article requests could be processed and sent to a lending library, but a physical request can't be processed.

    Borrowing physical requests may not be possible because the physical library building is closed, and the item can't be delivered to the location.

    It would be helpful to have the addition of format, physical and digital, to "Temporarily Inactive for borrowing" with an "Inactive dates range" for physical format and an "Inactive dates range" for digital format. This allows patrons to continue to enter requests for formats that can be filled.

    As a lending library, there are times when a library can supply physical items but not be able to process digital requests. This may because of staff expertise in handling digital requests.

    It would be helpful to have the addition of format, physical and digital, to "Temporary Inactive for lending" with an "Inactive dates range for physical format and an "Inactive dates range" for digital format. The ability to deflect lending requests for formats the library can't fill quickly provides better service to the borrowing library.

    A library can close for borrowing or lending requests and include dates when the library can't process borrowing or lending requests. It would be helpful and provide more efficient processing of borrowing and lending requests if requests could be deflected by format.

    As a borrowing library, there are times when a patron's article requests could be processed and sent to a lending library, but a physical request can't be processed.

    Borrowing physical requests may not be possible because the physical library building is closed, and the item can't be delivered to the location.

    It would be helpful to have the… more

    44 votes

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    1 comment  ·  Resource Sharing  ·  Delete…  ·  Admin →
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19. Pop-ups for invoice alerts

    We noticed, that certain invoice alerts won’t pop up upon saving the invoices. This way, quite relevant alerts, such as “Invoice contains vendor account which differs from one or more linked PO lines” or “Invoice using different vendor than poline POL-***” will be unnoticed.

    We would find it very helpful, if these alerts would pop-up upon saving the invoices.

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    0 comments  ·  Acquisition - Invoices  ·  Delete…  ·  Admin →
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20. Death of a patron - Need to immediately and permanently cease sending all letters

    In the unfortunate event that we learn that a patron passes away, we need a quick, clear, and finite procedure to immediately and permanently cease/stop any and all IZ and NZ notifications to the patron's email account, especially those that are tied to a SIS load (Example: Banner). College administration directs the library to ensure no emails are sent to the deceased's email account. We need to be able to definitively state to college administrators "Absolutely zero communications, automated or manually generated, will be sent regarding the deceased patron's library account from the IZ or NZ."

    Existing work-arounds include toggling the account to internal, removing the email from the account, or entering a fake email; or use of the "Patron Opt-in/Opt-out function" that does not cover all possible letters. However, work-arounds are insufficient and not best practice. As it stands, any patron account toggled external (account information controlled by SIS), will continue to be subject to automated and manual notifications outside of the letter list. Our college uses "Banner" for our SIS. Whereas Banner will eventually remove the patron, there is a governing policy which states the college must retain student records for three years, which means the purge date could be up to three years away from the expiration date of the patron account. Our instance of Alma is also part of a shared library system (consortia NZ) and part of an AFN (automated fulfillment network) and thus linked records may exist in other systems, which would not apply in most Alma instances. As part of the AFN, patron notifications originate from the lending institution and not the patron's home institution. We do have a procedure to remove items involving the AFN from the patron record, however that takes time. The need to block notifications is immediate under these circumstances.

    We recently received notification about the tragic death of a patron and the college made it clear that the family should not (ever, now or in the future) receive any notifications about any college business such as overdue notices. I am 100% in agreement with the college's policy. We would like to honor that policy, but if we toggle the student's account as internal, the account will likely not be purged according to the college's policies. It would be best if we maintained the record as externally controlled by SIS and simply prevent generation of any notifications, period. The need is to have a very simple way to instantly stop any and all notifications from being generated from the deceased's account in their home institution as well as any linked accounts via a simple, clearly labeled toggle switch available in the patron's account by an operator with the appropriate permissions/role.

    In the unfortunate event that we learn that a patron passes away, we need a quick, clear, and finite procedure to immediately and permanently cease/stop any and all IZ and NZ notifications to the patron's email account, especially those that are tied to a SIS load (Example: Banner). College administration directs the library to ensure no emails are sent to the deceased's email account. We need to be able to definitively state to college administrators "Absolutely zero communications, automated or manually generated, will be sent regarding the deceased patron's library account from the IZ or NZ."

    Existing work-arounds include toggling… more

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