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Purchase requests on network records

When a purchase request is made in Primo VE from a record that belongs to the network, the purchase request shows error when clicking on Approve and order: Failed to create order.

It should be possible to create purchase requests on records belonging to the network. The purchase request should be created in the IZ level and be managed there. The corresponding order, if the request is approved - should also be managed in the IZ level.

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Planned · 0 comments · Acquisition - Purchase Requests · Delete… · Admin →
Separate new and deleted portfolios behaviors of "Activate new portfolios associated with service automatically"

"Activate new portfolios associated with service automatically?" has just 2 options (Yes and No), and it doesn't just control what happens when new portfolios are added to the collection; it also controls what happens when portfolios are deleted from the collection. I think there are probably additional use cases besides these as well.

If "Activate new portfolios associated with service automatically?" is set to "Yes":

New portfolios added to CZ collection are automatically activated in IZ
Portfolios deleted from CZ collection are totally deleted from IZ

If "Activate new portfolios associated with service automatically?" is set to "No":
New portfolios added to CZ collection are not automatically activated in IZ
Portfolios deleted from CZ collection become local and inactive in IZ and get a special status on the CZ updates task list, giving us a chance to check and either re-activate or activate in a different collection (say, if the portfolio moved to a different provider).

We find these 2 options aren't granular enough for an important use case: There are many cases where we subscribe to a package that consists of all the titles offered by the publisher. We have perpetual access to the content published during the years we subscribe, and when the publisher issues a new title, it automatically joins our package. After entering our perpetual access data into our portfolios in these collections, we'd like to make sure they're not deleted by any CZ processes (as they're perpetual, so we want them to stay in our IZs!). However, we still want to make sure that when the provider adds a new title to the CZ collection, it is automatically added to our IZ.

So, we want the "Yes" behavior for new portfolios but the "No" behavior for deleted portfolios, but there's no way to do that in Alma at present. An improved setup would have separate settings for new portfolios and deleted portfolios that each library could control, as shown in the attached mockup.

As you can see, I have mocked up a new field "Delete portfolios removed from service automatically?" with the options "No, make local and inactive," and "Yes, delete completely." With this improvement, "Activate new portfolios with service automatically?" would just control the behavior of new portfolios, and the new "Delete portfolios removed from service automatically?" field would control the behavior of deleted portfolios.

I shared this suggestion with colleagues in the CZMG, and I received support for the perpetual access use case as well as a suggestion of another use case: if a library has attached CZ portfolios to local records, they may wish to be able to control the additions and deletions behaviors separately so they are able to more closely control the portfolios attached to the local records.

"Activate new portfolios associated with service automatically?" has just 2 options (Yes and No), and it doesn't just control what happens when new portfolios are added to the collection; it also controls what happens when portfolios are deleted from the collection. I think there are probably additional use cases besides these as well.

If "Activate new portfolios associated with service automatically?" is set to "Yes":

New portfolios added to CZ collection are automatically activated in IZ
Portfolios deleted from CZ collection are totally deleted from IZ

If "Activate new portfolios associated with service automatically?" is set to "No":
New portfolios…
- Capture(1).JPG 136 KB
191 votes

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3 comments · Resource Management - Electronic · Delete… · Admin →

Planned · AdminLiza Voloshin (Product Owner, Alma ERM, Ex Libris) responded

Dear community,

This idea is planned to be included in the February 2025 Alma release.

Thank you once again for bringing our attention to this need.
Create Alma search queries and sets with relative dates

Give customers the ability to query Alma using relative dates. This functionality is currently only available in Alma Analytics, but we would like it to also be available for repository search.

This functionality would be especially useful for creating sets, particularly logical sets that can be used to populate logical collections. One of the most common uses for collections is to showcase new materials (e.g., books, journals, databases, etc. acquired in the last 90 days). However, there is currently no way to build a logical set like this. The best one can do is to select the current year and then commit to updating the query each year. To be completely free of the need to manually update the collection, customers need a way to build queries using relative/non-fixed dates (current date minus 90 days). Ideally, this option should be available for all date types but, for the purpose of this use case, should at least include creation date, activation date, and publication year.

An alternative solution to this problem would be to allow customers to create a logical set/collection from an Analytics report. This would give customers the ability to use relative dates in addition to providing access to Analytics' more powerful array of query options.

Give customers the ability to query Alma using relative dates. This functionality is currently only available in Alma Analytics, but we would like it to also be available for repository search.

This functionality would be especially useful for creating sets, particularly logical sets that can be used to populate logical collections. One of the most common uses for collections is to showcase new materials (e.g., books, journals, databases, etc. acquired in the last 90 days). However, there is currently no way to build a logical set like this. The best one can do is to select the current year and…

175 votes

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8 comments · Other · Delete… · Admin →

Planned · AdminUri Beladev (Product Manager, Ex Libris) responded

Dear Community
I'm happy to inform you that the ability to query Alma using relative dates for Users, will be included in the Alma May 2025 Release. In future releases this functionality will be gradually deployed to additional search types.
Thanks,
Uri Beladev
Platform Product Management team
Add "General Notes" at the collection, service, and portfolio levels to Analytics

Please add the following note fields to Analytics:

Electronic Collection:
- General notes (multiple entries)
Electronic Service:
- General notes (multiple entries)
Electronic Portfolio:
- General notes (multiple entries)

Why is this necessary?
You can search for many fields in Alma itself, but not all of note fields can be exported from Alma. But this is particularly important for note fields!

Thank you very much in advance!

Note: this is a follow-up idea to:
Add "General Notes" at the collection, service, and portfolio levels as indexable/searchable fields
https://ideas.exlibrisgroup.com/forums/308173-alma/suggestions/46387843-add-general-notes-at-the-collection-service-an

125 votes

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6 comments · Analytics · Delete… · Admin →

Planned · AdminHadas Granot (Product Owner, Ex Libris) responded

Hi,

General Notes information is now available in Alma Analytics - E-Inventory subject area, for Electronic Portfolios.

General Notes for Electronic Collections and Electronic Services will be available in Analytics in 2025 H2.
Alma overlap analysis tool to include different identifiers in one comparison

We would find it useful if the overlap analysis tool compare a list that includes different identifiers. i.e. ISSN, EISSN, ISBN, EISBN, TITLE in one comparison.
Currently it only allows you to compare overlap within just one identifier. This is very important with collections from vendors that include different kinds of material.
Being able to conduct this kind of overlap analysis is important for us in terms of making purchasing decisions and we feel that including this kind of feature in the overlap analysis tool would make this a more efficient process within Alma.

203 votes

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3 comments · Resource Management - Electronic · Delete… · Admin →

Planned · AdminLiza Voloshin (Product Owner, Alma ERM, Ex Libris) responded

Dear community,
We began working on this idea,
Our solution will allow selecting up to 3 matching identifiers to be used in the comparison (in order). This will apply to both Collection Overlap Analysis and Look Up Titles. This is expected in Q3 2025.
Add ISO 639-3 microlanguage names to Alma title search facets

In Alma titles search facets, display the microlanguage name instead of its code. PCC recently approved the implementation of the ISO 639-3 language codes for use in MARC 008/35-37 and also 546$b.

Example: where the language facet for a title search shows...

Language
Chinese (1)
wuu (1)

...the following would be more useful...

Language
Wu Chinese (1)

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4 comments · Metadata Management · Delete… · Admin →
Planned · AdminLili Daie (Product Manager, Ex Libris) responded
Dear all,
We agree that support for ISO 639-3 languages in 041 is important, and are working on a solution for this.
Language marc codes are used in several places in Alma, including controlled vocabulary, advanced language search by selecting a language from a list of languages (which are mapped to marc codes in the metadata) and search facet.
The ISO 639-3 list introduces some complications to several of these workflows, such as languages that are mapped to different codes (e.g. French, which is mapped to fre / fra in the different coding systems). Our solution concept is therefore:

Introducing a new search index, "Language code", which will allow searching for the language code from the MARC record directly, regardless of the source of code - planned for the coming November release (to be fully operational after the November re-indexing).

We are working on future plans to offer more comprehensive solutions for ISO 639-3 languages, such as including them in the language drop-down (possibly adding the code to the language name, to disambiguate languages with multiple codes, etc.), and adding an optional combined controlled vocabulary for MARC 21 041$$a for libraries who wish to use it.

We will update on our future plans as more details become available.
Dear all,
We agree that support for ISO 639-3 languages in 041 is important, and are working on a solution for this.
Language marc codes are used in several places in Alma, including controlled vocabulary, advanced language search by selecting a language from a list of languages (which are mapped to marc codes in the metadata) and search facet.
The ISO 639-3 list introduces some complications to several of these workflows, such as languages that are mapped to different codes (e.g. French, which is mapped to fre / fra in the different coding systems). Our solution concept is therefore:

Introducing a new search index, "Language code", which will allow searching for the language code from the MARC record directly, regardless of the source of code - planned for the coming November release (to be fully operational after the November re-indexing).

We are working on future plans to offer more comprehensive…
Alma collections: Allow to add from network zone

Our Alma consortium shares a common network zone. On the local institution level, we are building Alma collections (not digital/electronic collections). We can add titles from the institution zone, but we can't add titles from the network zone.

This is documented:
Alma Online Help (English) > Resource Management > Inventory > Managing Collections

"You can only add titles from your Institution Zone to collections. NZ-managed inventory cannot be added to collections."

This is very bad since many of our e-book packages are managed on the NZ level. So we can't add e-books to our collection and present them together with print titles from IZ.

To make the collection feature usable for institutions that have a common network zone, please add the feature to add titles from the NZ!

Our Alma consortium shares a common network zone. On the local institution level, we are building Alma collections (not digital/electronic collections). We can add titles from the institution zone, but we can't add titles from the network zone.

This is documented:
Alma Online Help (English) > Resource Management > Inventory > Managing Collections

"You can only add titles from your Institution Zone to collections. NZ-managed inventory cannot be added to collections."

This is very bad since many of our e-book packages are managed on the NZ level. So we can't add e-books to our collection and present them together with…

161 votes

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Planned · 7 comments · Collaborative Networks · Delete… · Admin →
Allow Fulfillment Network Member (AFN) to lend resources, but not serve as a physical pick-up location for other network members' patrons

Since some institutions have buildings with perpetual restricted access, we have some AFN fulfillment network member libraries that are willing to send their materials to another AFN member library for pick-up, but, for all functional purposes, they are closed to the public. They don't want patrons from the other AFN institutions to visit their library in person, and thus, don't want patrons from another AFN institution to select their library as a pick-up location.

This need has been heightened during the pandemic, with more institutions closed to the public.

We know that turning off all circ desk hold shelves will fully remove an institution from the list of pick-up locations visible in Primo VE; however, if an institution is allowing local requesting for their own patrons (including curbside delivery or for USPS mail delivery), then they need to have the hold shelf enabled.

We need a setting that would allow Institution A to lend/renew/borrow/request/fulfill-requests for Institution B, without allowing Institution B's users to select Institution A as a pick-up location.

Also, if Institution A will lend material to a patron from Institution B, we also need a way to prevent a patron from selecting Institution C as a pick-up location, if Institution C is not open to the public.

The functionality would need to be consistent for the patron for both local and AFN requesting, because it is difficult to teach patrons contingencies.

Since some institutions have buildings with perpetual restricted access, we have some AFN fulfillment network member libraries that are willing to send their materials to another AFN member library for pick-up, but, for all functional purposes, they are closed to the public. They don't want patrons from the other AFN institutions to visit their library in person, and thus, don't want patrons from another AFN institution to select their library as a pick-up location.

This need has been heightened during the pandemic, with more institutions closed to the public.

We know that turning off all circ desk hold shelves will…

100 votes

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9 comments · Resource Sharing · Delete… · Admin →

Planned · AdminMoshe Shechter (Alma Senior Product Manager, Ex Libris) responded

It will be possible to set the library with a ‘pickup for guest users’ indication that can be turned off. This will prevent the library from showing up as pickup location on AFN/FN request forms
Dark Mode/Theme

Like the title suggest, A dark mode/theme for Alma.
Having the white background can be very sore on the eyes, and many prefer the reverse ( black background / white font ).

32 votes

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11 comments · Other · Delete… · Admin →

Planned · AdminItai Veltzman (Product Manager, Ex Libris) responded

As part of our roadmap, we are planning to add a high contrast color scheme each user can switch to when needed.
Make physical item sort routines stick

For those of us working with continuing resources:

When viewing a list of physical items, the sort routine defaults to Library/Location. The items do not appear in any particular order when the results are loaded. Often I change the sort routine to Description or Receiving Date to view the most recent serial items and order them chronologically for viewing.

It would be nice if the sort routine "sticks" so that every time I open a list of items, the sort mechanism will stay on Description (not default back to Library/Location)

This would be especially helpful when managing items in the Receiving module "Received Items List," as we constantly must sort by Description to make sure no serial issues have been missed, and that the most recent issue has been received.

This is very helpful when checking PO lines in the Claims list. From the PO line details page, I click under Ordered Items>View Items. The List of Items sort routine often "sticks" here so that every time I View Items, they are automatically sorted by my previous choice (Description, Receiving Date, etc). This is the only instance I have seen the sort routine stick!

Please, Alma, remember my sorting preferences!

For those of us working with continuing resources:

When viewing a list of physical items, the sort routine defaults to Library/Location. The items do not appear in any particular order when the results are loaded. Often I change the sort routine to Description or Receiving Date to view the most recent serial items and order them chronologically for viewing.

It would be nice if the sort routine "sticks" so that every time I open a list of items, the sort mechanism will stay on Description (not default back to Library/Location)

This would be especially helpful when managing items in the…
- sortroutine.jpg 221 KB
287 votes

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9 comments · Resource Management - Physical · Delete… · Admin →

Planned · AdminLiza Voloshin (Product Owner, Alma ERM, Ex Libris) responded

Dear all, thank you for suggesting this feature.
Starting from May 2025 release, the physical items sort routine will remember the user preferences.
add security levels to norm rules

Because all norm rules can be edited by all staff with cataloger roles, there is great room for erroneous changes for rules that are applied to batch jobs. For example, the norm rule that is applied to records being brought in from Z39.50 targets can be edited by any staff member. A single error in the rule can break the z39.50 import process for all staff until the source of the error is identified. Likewise, if we have a rule applied to import profiles and a staff member inadvertently changes it and we load 50,000 records, that could cause huge data corruption. There needs to be a way to secure a norm rule to administrators such that normal staff with cataloger roles cannot change them.

Because all norm rules can be edited by all staff with cataloger roles, there is great room for erroneous changes for rules that are applied to batch jobs. For example, the norm rule that is applied to records being brought in from Z39.50 targets can be edited by any staff member. A single error in the rule can break the z39.50 import process for all staff until the source of the error is identified. Likewise, if we have a rule applied to import profiles and a staff member inadvertently changes it and we load 50,000 records, that could cause huge…

275 votes

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Planned · 18 comments · Metadata Management · Delete… · Admin →
Role Profiles Enhancement

When using role profiles, it would be nice if the profile could create a link to the user(s) with roles defined by the profile. Then, if you want to modify the profile, the change updates all users in the profile. Currently, you'd have to update the role profile and each individual user.

141 votes

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13 comments · User Management · Delete… · Admin →

Planned · AdminMoshe Shechter (Alma Senior Product Manager, Ex Libris) responded

It will be possible to maintain ongoing link between the role profile and the user record, so that you can use the template to assign a predefined set of roles to a user, and any further changes to templates will automatically affect the linked users' allowed roles.

Note - multiple profiles may be assigned to a user.

It will be possible to view the list of profiles an account is liked to for inheriting its roles, and to remove/add more profiles.
Alma Metadata Editor needs a "delete portfolio" option.

When am in the MD Editor, looking at a record for an e-resource, I can "View Inventory" to display the portfolios. From that half of the screen, I can view or edit the portfolios. Within that view or edit, I can click on the "Linking" tab and "Test access". If I find that the link has expired and the portfolio needs to be deleted, I want to be able to delete it at this point. But I have to return to the bib. record, release it, exit the editor, click back as many times as it takes to return to the search results display, then click on the "More actions" ellipses, and "Delete" before I can finally delete that portfolio. If there is more than one portfolio, I might assume that they are displayed in the reverse order of the way they appear within the MD Editor, but I verify that--which requires several more clicks. It takes 23 Alma steps to open, view, backtrack, and finally delete an old portfolio.

When am in the MD Editor, looking at a record for an e-resource, I can "View Inventory" to display the portfolios. From that half of the screen, I can view or edit the portfolios. Within that view or edit, I can click on the "Linking" tab and "Test access". If I find that the link has expired and the portfolio needs to be deleted, I want to be able to delete it at this point. But I have to return to the bib. record, release it, exit the editor, click back as many times as it takes to return to…

111 votes

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4 comments · Resource Management - Electronic · Delete… · Admin →

Planned · AdminLiza Voloshin (Product Owner, Alma ERM, Ex Libris) responded

Dear community,
This Idea is currently being handled by our development team, the delete option for portfolio will be similar to what exists for item in the MDE. As always, we take privileges into account, specifically in this case, only users with role "Electronic Inventory Operator - Extended" can delete portfolios, others will not see the new option. We're expecting this to be released by Q3 2025.
Ability to run user purge on a set

The current purge job does not allow for granularity beyond the user group and the number of options and filters for the Purge User Records job is very limited.
It would be helpful to be able to run patron purge on a set of user records, or alternatively for Alma to add a user delete job (under Manage Jobs and Sets > Run a Job) that runs on a set.
(see also NERS Request ID 5304)

269 votes

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14 comments · User Management · Delete… · Admin →

Planned · AdminMoshe Shechter (Alma Senior Product Manager, Ex Libris) responded

Hi,

Of course ! We will add a job that will be able to run on a set of user records and purge them, using standard validations (such as no existing loans, fees).

Thanks !
Linking patron name to patron record

I have noticed there are several ideas suggested in the ideas exchange regarding linking a patron's name and/or ID to their record in Alma.

These include:
- 'Link patron loan to patron record' (posted 25/05/2016)
- 'Hyperlinking from request queue/holdshelf to patron record' (posted 21/09/2017)
- Ability to view patron data via patron ID link in resource sharing' (posted 11/01/2018)

I have one more to add to the list - linking within 'Manage item returns'.

When an item is returned, the patron returning the item is displayed in the 'Patron' column, with a hyperlink to their record, and the option of pop-up information. In the attached example, our next step is to post the item to the next patron, displayed in the 'Next step' column. Unfortunately this column does not have a hyperlink to the patron record, or the option of pop-up information. As it does not link through to the record or display address information, we then have to exit out of 'Manage item returns' and do a separate search for the patron in either Admin > Manage users, or Fulfillment > Manage patron services.

Linking from the patron name to the patron record would assist workflow significantly in many areas of Alma. It seems to be an ongoing theme in the ideas exchange and I hope ExLibris will consider this enhancement in the near future.

I have noticed there are several ideas suggested in the ideas exchange regarding linking a patron's name and/or ID to their record in Alma.

These include:
- 'Link patron loan to patron record' (posted 25/05/2016)
- 'Hyperlinking from request queue/holdshelf to patron record' (posted 21/09/2017)
- Ability to view patron data via patron ID link in resource sharing' (posted 11/01/2018)

I have one more to add to the list - linking within 'Manage item returns'.

When an item is returned, the patron returning the item is displayed in the 'Patron' column, with a hyperlink to their record, and the option…
197 votes

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13 comments · Fulfillment - General · Delete… · Admin →

Planned · AdminMoshe Shechter (Alma Senior Product Manager, Ex Libris) responded

The solution approach will be to add a link from the user contact info pop up to the user record. This link will be available for users that have a role that allows viewing a full user record.

By having this link added to the user information pop up we will have added to the many places where user information is displayed.
How to distinguish namesakes

When you search a user (fullfiment > manage patron services), there is no possibility to distinguish to different user, who have the same nam (namesakes).

In the old UI, there was a patron card image, and, when clicking on, we accessed to a summary of the patron.

Now, we have no more solution.

Can you add this functionnality in the new UI?

Thanks a lot.
- namesake.png 28 KB
206 votes

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10 comments · User Management · Delete… · Admin →

Planned · AdminMoshe Shechter (Alma Senior Product Manager, Ex Libris) responded

Hi,

Makes sense ! Currently, the user information that is displayed in the user Ajax search results (e.g. patrons services WB) is hardcoded.

A mapping table, similar to the one that configures the user pop up, will control the fields that show in this list. The mapping table will enable the same fields that the user pop up allows, and allow setting the order of the fields.

Thanks,
Grace Period only for open days

Now the unit of measurement for grace period is "days". So even if the library closed on weekend, those days are included to "Grace Period". To give fair advantage of grace period, Alma should apply the grace period excluding library closed.
For the detailed scenario as I expected, please refer to the attachment.

Thanks.
- Grace_Period_only_for_open_days.docx 16 KB
331 votes

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8 comments · Fulfillment - General · Delete… · Admin →

Planned · AdminNoam Fass (Product Manager, Ex Libris) responded

Currently, grace period can only be set in calendar days. An option to limit the grace period for Open days will be added.

Thanks,
Noam.
Add "Search within results" box on a set

Hello,

It would be very useful if we had a search box of "Search within results", on a set we created with indication rules.

Thanks.
- Search_within_results_suggestion_October_2017.jpg 294 KB
388 votes

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Planned · 14 comments · Other · Delete… · Admin →
Automatically populate date and end time in booking request form

When placing a booking in Alma or Primo you need to choose a starting date then a starting hour followed by a starting minute. You then need to choose an end date then an ending hour and an ending minute. This is a lot of clicks to place one booking.

It would be nice if the end date, hour and time could be automatically populated based on the Terms of use of the item (so if the loan period is 2 hours and the start time is 2:30 then the end time could be automatically populated to say 4:30). If the user wants to book the item for a shorter period of time then they can just adjust the end time to suit how long they want the item for.

This option would likely not suit all sites so it would need to be configurable so it could be turned on or off at the institution level.

When placing a booking in Alma or Primo you need to choose a starting date then a starting hour followed by a starting minute. You then need to choose an end date then an ending hour and an ending minute. This is a lot of clicks to place one booking.

It would be nice if the end date, hour and time could be automatically populated based on the Terms of use of the item (so if the loan period is 2 hours and the start time is 2:30 then the end time could be automatically populated to say 4:30). If…

47 votes

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Planned · 7 comments · Fulfillment - General · Delete… · Admin →
Set up Online Service Order configuration in the NZ and be able to share with the IZ.

We would like to be able to set up Online Service Order in the NZ and share that configuration with the IZ. The goal is push the shared OA e-collections to the bottom of the list so they do not display first in the list.

134 votes

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Planned · 7 comments · Collaborative Networks · Delete… · Admin →

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Don't see your idea?

Alma

How can we improve Alma?

There are two ways to get more votes:

Purchase requests on network records

Separate new and deleted portfolios behaviors of "Activate new portfolios associated with service automatically"

Create Alma search queries and sets with relative dates

Add "General Notes" at the collection, service, and portfolio levels to Analytics

Alma overlap analysis tool to include different identifiers in one comparison

Add ISO 639-3 microlanguage names to Alma title search facets

Alma collections: Allow to add from network zone

Allow Fulfillment Network Member (AFN) to lend resources, but not serve as a physical pick-up location for other network members' patrons

Dark Mode/Theme

Make physical item sort routines stick

add security levels to norm rules

Role Profiles Enhancement

Alma Metadata Editor needs a "delete portfolio" option.

Ability to run user purge on a set

Linking patron name to patron record

How to distinguish namesakes

Grace Period only for open days

Add "Search within results" box on a set

Automatically populate date and end time in booking request form

Set up Online Service Order configuration in the NZ and be able to share with the IZ.

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