1106 results found

1. Alma User Role for Editing/Deleting only Quick-Cataloged Records

   Scenario:
   Library staff frequently need to create records for resources using the Quick Cataloging feature. Often, those records need to be edited after creation, due to mismatching resource types, updated information, operator input errors, etc. Most of the staff using the Quick Cataloging feature are not trained as catalogers, and do not have cataloging roles in Alma.

   Problem:
   Quick-Cataloged records are not editable by staff without cataloging roles in Alma - who are frequently the creators/managers of these records. This has led to several different workarounds at various institutions:

   Some institutions have given their non-cataloging staff full cataloging permissions to mitigate the inability of Reserves and ILL staff roles to delete and edit bibs. Those non-cataloging staff then have privileges that allow editing of full records, Network Zone records, etc. These activities should be restricted to staff trained in cataloging.

   At other institutions, cataloging privileges are only extended to staff in technical services. This requires an inefficient workflow between access services and technical services to correct mistakes or delete records created in error.

   Request:
   We would like to request an Alma user role that allows the deletion and update of Quick-Cataloged records only.

   This new role would reduce the number of users with full cataloging privileges and increase both data security and compliance with auditing requirements for institutions that give circulation staff cataloging roles so that they can edit these Quick-Cataloged records.

   For institutions that restrict cataloging roles to trained catalogers, having such a role would allow them to streamline workflows for editing Quick-Cataloged records, and free up the time of their cataloging staff to focus on more specialized materials.

   Scenario:
   Library staff frequently need to create records for resources using the Quick Cataloging feature. Often, those records need to be edited after creation, due to mismatching resource types, updated information, operator input errors, etc. Most of the staff using the Quick Cataloging feature are not trained as catalogers, and do not have cataloging roles in Alma.

   Problem:
   Quick-Cataloged records are not editable by staff without cataloging roles in Alma - who are frequently the creators/managers of these records. This has led to several different workarounds at various institutions:

   Some institutions have given their non-cataloging staff full cataloging permissions to… more

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2. Add Electronic Collection Information to the Bib Record Enrichment Fields in the OAI Publishing Profile

   Problem - Database type electronic collections are not getting published to Blacklight in the OAI publishing job. So bibliographic records that have database type electronic collection inventory attached, display as records without inventory in the catalog.

   Situation as described by Ex Libris - The OAI publishing profile is designed to publish the BIB record plus the enrichment fields. The Collection enrichment in the profile is for the Digital Collection, not the Electronic collection. The descriptive BIB record does not have Electronic collection as its inventory, the inventory is only Physical/Electronic/Digital. Adding Electronic Collection to the descriptive BIBs would be an enhancement request.

   Please add electronic collection to the collection enrichment in the OAI publishing Profile.

   Problem - Database type electronic collections are not getting published to Blacklight in the OAI publishing job. So bibliographic records that have database type electronic collection inventory attached, display as records without inventory in the catalog.

   Situation as described by Ex Libris - The OAI publishing profile is designed to publish the BIB record plus the enrichment fields. The Collection enrichment in the profile is for the Digital Collection, not the Electronic collection. The descriptive BIB record does not have Electronic collection as its inventory, the inventory is only Physical/Electronic/Digital. Adding Electronic Collection to the descriptive BIBs would be an… more

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   2 comments  ·  Resource Management - Electronic  ·  Delete…  ·  Admin →
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3. Renewing resource sharing requests

   When changing the date in the borrowing side, we then have to manually change again in manage patron services. It would be great if we could just amend the date once and this information is carried across.

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   2 comments  ·  Resource Sharing  ·  Delete…  ·  Admin →
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4. Make citation information mandatory in digitization requests

   The patron form for digitization does not make page numbers, or any citation information mandatory. This would be helpful for patrons who do not provide complete information.

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   2 comments  ·  Fulfillment - Requests  ·  Delete…  ·  Admin →
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5. New institutional number sequence, or reset Additional ID, to shorten hold shelf pickup number

   In the April 2019 RN the feature "Additional ID for Hold Request Management" became available and it has been very useful for our library, especially since we have an open hold shelf and need anonymized hold shelf slips. By the end of 2022 we noticed that the number sequence wasn't reset when it reached 999-999-999 like we expected it to. Instead new numbers are added and we've been told that it will just continue to add new numbers and never reset. Very long serial numbers are not user-friendly, neither for the staff, nor for the patron.

   To prevent long numbers, we would like to have a separate number sequence for each institution, with the opportunity to reset the numbers locally (for example annually). If this is not possible, we would like the existing number sequence to reset at 999-999-999 and start again at 000-000-001 for the whole Alma system.

   In the April 2019 RN the feature "Additional ID for Hold Request Management" became available and it has been very useful for our library, especially since we have an open hold shelf and need anonymized hold shelf slips. By the end of 2022 we noticed that the number sequence wasn't reset when it reached 999-999-999 like we expected it to. Instead new numbers are added and we've been told that it will just continue to add new numbers and never reset. Very long serial numbers are not user-friendly, neither for the staff, nor for the patron.

   To prevent long numbers,… more

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   1 comment  ·  Fulfillment - General  ·  Delete…  ·  Admin →
   Closed  ·  AdminMoshe Shechter (Alma Senior Product Manager, Ex Libris) responded

   The Additional ID is generated by a  third party software component which we have no control of.

6. Improve user blocks functionality to prevent resource sharing requests for users who have resource sharing loans overdue

   Within Alma, it is possible to configure blocks that ensure users who have items on loan and overdue are unable to place any more requests until the items have been returned. However, it isn’t possible to apply blocks in a more granular way, such as to prevent a user who has resource sharing items on loan and overdue from placing any more resource sharing requests. It is not our library policy to prevent users with items on loan and overdue from requesting anything else until they have returned their overdue items, so we cannot apply blocks to encourage people to return their resource sharing items by the due date either. This is unfortunate because additional fees can be payable to some resource sharing partners for late return of their items. We would like to be able to specify in Alma configuration that a user who has resource sharing items on loan and overdue will not be able to place any more resource sharing requests until the overdue items have been returned.

   Within Alma, it is possible to configure blocks that ensure users who have items on loan and overdue are unable to place any more requests until the items have been returned. However, it isn’t possible to apply blocks in a more granular way, such as to prevent a user who has resource sharing items on loan and overdue from placing any more resource sharing requests. It is not our library policy to prevent users with items on loan and overdue from requesting anything else until they have returned their overdue items, so we cannot apply blocks to… more

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   3 comments  ·  Resource Sharing  ·  Delete…  ·  Admin →
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7. PO Line and invoice attachments: Upload/View/Edit/Delete - additional user roles needed

   It is possible to upload attachments to a PO Line or an invoice. These attachements can be viewed, edited and deleted as well.

   In case of using Alma as (the only) data storage for e.g. invoice PDFs, it is very important that attachments can be deleted only by specially privileged staff users. Deletion might be necessery e.g. because of erroneous uploads.

   Looking into the 'Roles Reports' shows that there is no 'Delete' option listed (so Edit means also Delete):

   Purchasing Operator / Purchasing Manager

   • polineattachments.xml ... View Edit
   • po_attachments.xml ... Edit
   • invoiceattachmentstab.xml ... View
   • polineattachments.xml ... View
   • po_attachments.xml ... View

   Purchasing Operator Extended

   [nothing for attachments]

   Invoice Operator / Invoice Manager / Invoice Operator Extended

   • invoiceattachmentstab.xml ... View Edit
   • polineattachments.xml ... View Edit
   • invoiceattachmentstab.xml ... View
   • polineattachments.xml ... View
   • po_attachments.xml ... View

   The 'Delete' and 'Edit' options should be removed from user roles which are allowed to upload and view attachments.
   The 'Delete' option should be be an own user role. Alma already has this differentiation in other areas, e.g.:
   - Purchase Request Operator Extended (Delete purchase requests)
   - Selector Extended (Delete purchase requests)
   - Cataloger Extended (additional delete privilege)
   - Physical Inventory Operator Extended (additional delete privilege)
   - Electronic Inventory Operator Extended (additional delete privilege)

   It is possible to upload attachments to a PO Line or an invoice. These attachements can be viewed, edited and deleted as well.

   In case of using Alma as (the only) data storage for e.g. invoice PDFs, it is very important that attachments can be deleted only by specially privileged staff users. Deletion might be necessery e.g. because of erroneous uploads.

   Looking into the 'Roles Reports' shows that there is no 'Delete' option listed (so Edit means also Delete):

   Purchasing Operator / Purchasing Manager

   • polineattachments.xml ... View Edit
   • po_attachments.xml ... Edit
   • invoiceattachmentstab.xml ... View
   • poline… more
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   1 comment  ·  Acquisitions - General  ·  Delete…  ·  Admin →
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8. Add Cancellation Reason field to Borrowing Requests and Lending Requests areas

   The field is already included in the Requests area.

   11 votes

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   1 comment  ·  Analytics  ·  Delete…  ·  Admin →
   Closed  ·  AdminErez Shabo (Product Manager, Ex Libris) responded

   Hello All,

   This idea has been closed as part of a cleanup process for ideas older than two years with fewer than 20 votes.

   This cleanup process is necessary to streamline our idea management process and ensure that the most relevant and impactful ideas receive the attention they deserve. If you still feel strongly about this idea, you may submit it via the NERS process.

   We value your feedback and encourage you to continue submitting and voting for ideas that you believe will enhance Alma.

   Alma Product Team

9. Prevent users from submitting borrowing request when no Resource Sharing items are available

   Currently, when users click the resource sharing button and there are no items available to loan in the consortia (e.g., there is only one copy in the system and it's checked out or located in a non-lending resource sharing / unavailable location (e.g., reserve), users are shown a message that no items are available, BUT they can still click the 'submit' button on the request.

   Would it be possible to prevent users from placing the Resource Sharing Request? I've attached an example of an item that cannot be filled through the resource sharing network because it's on reserve at another institution. While the calculated availability shows no items available, I can still technically submit the request form, which results in an immediate cancellation. It would be better if when calculated availability shows no items, the 'REQUEST' button is greyed out / cannot be clicked, and/or have some mechanism to tell users they should try another options (e.g., show users the another configured ILL link).

   Currently, when users click the resource sharing button and there are no items available to loan in the consortia (e.g., there is only one copy in the system and it's checked out or located in a non-lending resource sharing / unavailable location (e.g., reserve), users are shown a message that no items are available, BUT they can still click the 'submit' button on the request.

   Would it be possible to prevent users from placing the Resource Sharing Request? I've attached an example of an item that cannot be filled through the resource sharing network because it's on reserve… more

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   1 comment  ·  Resource Sharing  ·  Delete…  ·  Admin →
   Closed  ·  AdminMoshe Shechter (Alma Senior Product Manager, Ex Libris) responded

   The system allows placing a request because it may still be able to fulfill the request by forwarding to a broker system, such as ILLiad. The indication on the form is only about known consortial potential lenders. There may still be an option to fulfill the request via a broker, if you configure one.

10. Ability to queue borrowing requests for a temporarily inactive partner

    Hi,
    For resource sharing, we use Alma partners with the ISO profile type that are part of the Libraries Australia Document Delivery (LADD) network.

    When partner libraries suspend themselves from LADD services, their Status updates in Alma to Inactive.

    However, sometimes a Library is the only possible lender of material. In these cases, we would prefer to wait until the Library becomes Active again, instead of trying to source a partner overseas (for us in Australia, time-consuming and much more expensive, plus challenges with postal delays). At present, we add a Note to the request that it is to be Sent to the partner Library at a later date. However, it would be great to have functionality to 'queue' the request against the Inactive partner, so that once the partner's Status became Active again, the request sent automatically.

    Hi,
    For resource sharing, we use Alma partners with the ISO profile type that are part of the Libraries Australia Document Delivery (LADD) network.

    When partner libraries suspend themselves from LADD services, their Status updates in Alma to Inactive.

    However, sometimes a Library is the only possible lender of material. In these cases, we would prefer to wait until the Library becomes Active again, instead of trying to source a partner overseas (for us in Australia, time-consuming and much more expensive, plus challenges with postal delays). At present, we add a Note to the request that it is to be… more

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    1 comment  ·  Fulfillment - Requests  ·  Delete…  ·  Admin →
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11. Add "Any" as selectable format for Resource Sharing requests

    The Resource Sharing request form does not allow a blank default (at least for books).
    And you cannot have different default values for Article and Book requests.

    Having the option "Any" available would give flexibility and allow to have no default value.

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    0 comments  ·  Resource Sharing  ·  Edit…  ·  Delete…  ·  Admin →
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12. Confirmation Notice for Curbside Bookings

    Alma has allowed for the Booking Request feature to be set-up and modified as a means to provide curbisde service or make appointments. However, it appears that no letter exists to confirm the appointment day/time with the user, which would be most helpful in providing user instructions, cancellation information, contact numbers, etc. I propose that this letter be added to enhance communication and expectations especially during this challenging time of changing services and delivery options. Thank you!

    22 votes

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    1 comment  ·  Fulfillment - Requests  ·  Delete…  ·  Admin →
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13. Overdue notifications to be sent also on days after closed days

    We noticed that if closed days are configured, and a closed day is between the due date of a loan and the planned day on which the first reminder should be sent, the job does not generate a notification on that day but waits until the next one.
    This leads to misunderstanding on the patrons side, because the grace period is not always identical and can vary depending on possible closed days.
    We described the issue in case nr. 05301818 (old SF nr.: 00953477) and were told that this is the expected behaviour. The Product manager decided that when there's a closed day between the job run and the due date, due to the request for not sending emails on closed days, it will check another extra day.
    We would like IZs to be allowed to choose whether they want this extra day or not, by adding e.g. some parameter in the overdues configuration.

    We noticed that if closed days are configured, and a closed day is between the due date of a loan and the planned day on which the first reminder should be sent, the job does not generate a notification on that day but waits until the next one.
    This leads to misunderstanding on the patrons side, because the grace period is not always identical and can vary depending on possible closed days.
    We described the issue in case nr. 05301818 (old SF nr.: 00953477) and were told that this is the expected behaviour. The Product manager decided that when there's… more

    128 votes

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    0 comments  ·  Fulfillment - Loans  ·  Delete…  ·  Admin →
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14. we would like to set it to show the circulation desk of the library for the patron physical request item in Primo.

    The current patron physical request item pickup in Primo is set to Library level, we would like to set it to show the circulation desk of the requested item. So it will be more convenient to our patron.

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    0 comments  ·  Other  ·  Delete…  ·  Admin →
    Closed  ·  AdminErez Shabo (Product Manager, Ex Libris) responded

    Hello All,

    This idea has been closed as part of a cleanup process for ideas older than two years with fewer than 20 votes.

    This cleanup process is necessary to streamline our idea management process and ensure that the most relevant and impactful ideas receive the attention they deserve. If you still feel strongly about this idea, you may submit it via the NERS process.

    We value your feedback and encourage you to continue submitting and voting for ideas that you believe will enhance Alma.

    Alma Product Team

15. We need better options for configuring renewals relating to physical item requests and recalls

    We would like to be able to disallow renewals on material that is currently checked out when someone else places a request on that material without that being tied to recalls. We would like to use the 'Not Renewable – Item has Request(s)' option in the Block Preferences configuration, which we can't do at the moment because of our current recall configuration (no recalls).

    3 votes

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    1 comment  ·  Fulfillment - General  ·  Delete…  ·  Admin →
    Closed  ·  AdminErez Shabo (Product Manager, Ex Libris) responded

    Hello All,

    This idea has been closed as part of a cleanup process for ideas older than two years with fewer than 20 votes.

    This cleanup process is necessary to streamline our idea management process and ensure that the most relevant and impactful ideas receive the attention they deserve. If you still feel strongly about this idea, you may submit it via the NERS process.

    We value your feedback and encourage you to continue submitting and voting for ideas that you believe will enhance Alma.

    Alma Product Team

16. An in process/holding status in Resource sharing lending

    We would like to see a status called 'In Process' created for Lending.

    There are often times when you need to contact a requesting library to confirm details. However as there is no applicable status to change the request to it risks being worked on by another individual if we leave it in unassigned.

    We could assign the item to ourselves however, if someone else receives the response or if the staff member concerned is away then the request gets held up longer because its not accessible. Ultimately you end up with double handling and it becomes a very inefficient process. Both in staff time and in the time it takes to get the book to the requesting library.

    Having an 'In process' status would indicate the item was worked on and is waiting for a response. It would also mean we could check on it frequently to ensure the request isn't forgotten about.

    We would like to see a status called 'In Process' created for Lending.

    There are often times when you need to contact a requesting library to confirm details. However as there is no applicable status to change the request to it risks being worked on by another individual if we leave it in unassigned.

    We could assign the item to ourselves however, if someone else receives the response or if the staff member concerned is away then the request gets held up longer because its not accessible. Ultimately you end up with double handling and it becomes a very… more

    9 votes

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    2 comments  ·  Resource Sharing  ·  Delete…  ·  Admin →
    Closed  ·  AdminErez Shabo (Product Manager, Ex Libris) responded

    Hello All,

    This idea has been closed as part of a cleanup process for ideas older than two years with fewer than 20 votes.

    This cleanup process is necessary to streamline our idea management process and ensure that the most relevant and impactful ideas receive the attention they deserve. If you still feel strongly about this idea, you may submit it via the NERS process.

    We value your feedback and encourage you to continue submitting and voting for ideas that you believe will enhance Alma.

    Alma Product Team

17. Request for Bulk Activation of CZ Collections

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

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

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

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

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

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

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

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

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

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    0 comments  ·  Resource Management - Electronic  ·  Delete…  ·  Admin →
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18. make location type „unavailable“ functional: items in these locations should be shown as unavailable in Alma and Primo

    We need the possibility to show items as unavailable in Primo without creating requests (work orders) for them.

    Our use cases are
    - items which have been restituted (via a provenance research project) and are no longer in the library
    - items which are blocked for usage for years
    - items which are not usable for certain reasons
    All of these have to be shown in the discovery interface, although users won't get them for a long time or at all.

    Now, all of these items have a "green" availability status in Primo and we struggle to put information about the non-availability on several places in the holdings display so that users know that they won't get it. When using work orders to achieve "red" availability status, users are confused about the fact that the item is "in process" and there is a request for it.

    To sum up: Give us the possibility to show items as unavailable
    - without unnecessary work, in terms of putting items which are not in any kind of processing into work orders (and afterwards have to clean up errors as our 5 year experience with work orders has shown)
    - and for clear display of availability to our users

    We need the possibility to show items as unavailable in Primo without creating requests (work orders) for them.

    Our use cases are
    - items which have been restituted (via a provenance research project) and are no longer in the library
    - items which are blocked for usage for years
    - items which are not usable for certain reasons
    All of these have to be shown in the discovery interface, although users won't get them for a long time or at all.

    Now, all of these items have a "green" availability status in Primo and we struggle to put information… more

    174 votes

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    11 comments  ·  Fulfillment - General  ·  Delete…  ·  Admin →
    Closed  ·  AdminMoshe Shechter (Alma Senior Product Manager, Ex Libris) responded

    Non available items must be in some process. Using work orders enables setting a description for the work order to indicate why the item is not available.

19. Maximum Renewal Period new option 'Renew until fixed date'

    When the summer holidays arrive, a special loan is made with a special rule with a fixed due date.
    But at that time, we also need the possibility to exist for that special rule, that the renewal is done until a fixed date.
    For this reason, I request add the option of 'Renew until fixed date' to Policy Type: Maximum Renewal Period.

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    2 comments  ·  Fulfillment - Loans  ·  Delete…  ·  Admin →
    Closed  ·  AdminErez Shabo (Product Manager, Ex Libris) responded

    Hello All,

    This idea has been closed as part of a cleanup process for ideas older than two years with fewer than 20 votes.

    This cleanup process is necessary to streamline our idea management process and ensure that the most relevant and impactful ideas receive the attention they deserve. If you still feel strongly about this idea, you may submit it via the NERS process.

    We value your feedback and encourage you to continue submitting and voting for ideas that you believe will enhance Alma.

    Alma Product Team

20. 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… more

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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