Creating an Import Profile matching on POL

Creating an Import Profile matching on POL

The import profile updates the barcode and item policy if needed in Alma. Please note that the import profile does not update the location created at the time of the order. 

 1. Creating the Import Profile

From the Resources menu, -> choose to Manage Import Profiles -> Add New Profile.

2. Choosing the type of Import Profile

Choose Update inventory. Record matching based on the PO Line number requires entering the 982 at the point of order. Enter the 982 into the PO line reference field under the additional accordion of the POL. 

3. Profile Details

a. Uncheck the “Use Network Zone” button. Acquisition records reside in the Institution Zone; therefore, bibliographic record matching needs to happen to the Institution Zone. 
b. Enter a profile name. 
c. The originating system is WorldCat if the records come from OCLC or pick the appropriate system name 
d. The Import protocol is Upload File/s.  
e. The physical source format is binary for MARC records. If downloading MARC choose UTF-8 (except CatExpress users, use ISO format) for the encoding format. Make sure that the Connexion Client is also set to export in UTF-8. Open Connexion Client -> Tools -> Options -> Export tab -> Record Characteristics -> Character set needs to be set to UTF8-Unicode -> OK -> Apply. 
f. The source format is MARC21 Bibliographic 
g. Change the status to active once the import profile is ready to use. 

4. Normalization & Validation

In the correct data using field, choose OCLC Normalization. OCLC Normalization rule fixes the 245 based on the second indicator, prevents the import of obsolete MARC fields, and adds subfield 9 to Alma-defined local fields. 

5. Match Profile

Match Profile - the match happens based on POL.   

Match Actions  Handling method, choose automatic, and upon match select to either merge or overlay the incoming record with the Alma record. 


Merge/Overlay Methods – choose the appropriate merge/overlay method. 

  • Overlay all fields but local – replaces 035 in the Alma record, unless the first indicator is nine and the second indicator is blank, overlays all fields except 001 and 9XX fields. 

  • Conditional Subject headings – replaces all MARC fields in Alma from the external record, except 001, 035, 65x, 7xx, and 9xx. Alma leaves those fields in place. 6xx and 7xx fields from the external record are added to the Alma record. 

  • Keep only old value – Keeps all MARC fields in the Alma record. 

  • Replaces 245 and 035 if exist – replaces all fields in Alma except for 001, 245, and 035 (where the subfield “a” contains (OCoLC) or where the first indicator is 9), 245 and 035 fields are added from the external record to the Alma record. 


Automatic Multi-Match Handling  

  • Disregard matches for bibliographic CZ linked records. Ignore matches with Community Zone records. 

  • Disregard invalid/canceled system control number identifiers. The option disregards matching OCLC numbers in the 019/035$$z. 

  • Prefer records with the same inventory type. Selection considers the inventory type. 

  • Select skip and do not import unresolved records 


Merge Records and Combine Inventory for Multi-Match 

  • Merge and Combine choose manually. The preferred record is the record with the most items. Generally, delete the secondary record. The merge method for multi-matches should be the same as above. Select the update holdings call number box. 

6. Inventory Information

Consider if you are loading electronic records or physical bibliographic records. Select the appropriate radio button. 


  • Electronic Mapping  

  • Portfolio type – use Standalone if you are loading individual electronic titles. If loading a set of records from one collection, choose Part of an Electronic Collection. 

  • To create an Electronic Collections, from the Resource menu -> Create Inventory -> Add Local Electronic Collection. Create the local electronic collection first to use in the import profile. 

  • Consider if importing one portfolio or multiple portfolios. 

  • Determine the material type, enter the electronic collection name. 

  • Extract access URL field. Generally, the URL is in MARC field 856. If you are getting a file from a vendor, check the file for the URL placement. Enter the subfield of the URL; usually, it is subfield u.’ Enter field and subfield values as needed for notes. 

  • It is essential to select the “Activate” resource when loading new records at the bottom of the page. 


Physical mapping 

                        Use physical mapping to update the barcode in the item record. If you want to create a new holding/item record at the time of cataloging, enter the following                         mapping. Remember that material type is hardcoded per import. When loading records with different material types, create separate import profiles for each                         material type or change the item once the item record appears in Alma. 


  • Choose basic mapping policy. 

  • At the minimum, enter barcode field 949 subfield b 

  • Material type is hardcoded 

  • Library field 949 subfield d 

  • Location field 949 subfield e 

  • Enter default library  

  • Number of items field 949 subfield f 

  • Item policy field 949 subfield c  


  • Note that Alma bases circulation on location; therefore, it is only necessary to enter an item policy if it deviates from the circulation policy set in the Fulfillment Unit.  


  • Choose update holdings to pull in the call number from the bibliographic record to the holding record. 

  • Advance – gives options to map temporary location, serial information, and item notes. 

  • Mixed – requires entering resource type in a pre-defined MARC field

7. PO Line Information


  • EOD General Parameters choose multiple vendors. In the vendor field enter 992, enter “a” into the subfield. In the incoming OCLC record enter the vendor name into the 992 subfield a, for the call number to update in Alma, this value is necessary. 

  • Matching Points  enter 982 into the Additional PO Line reference field, into the subfield enter a. 

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