Temporary Locations or Work Orders

Temporary Locations or Work Orders

Why Work Orders and Temporary Locations are not interchangeable in Alma

  1. Alma considers items being worked on (work orders) unavailable, and overriding the work orders is extremely difficult or impossible to do quickly at the Circ Desk
  2. Unless you created a physical location as closed and set up the applicable Fulfillment Unit and its rules accordingly, it will show as available - unless you loaned the item, assigned it a work order status, or moved it to a temporary location

Temporary Locations

Defining Temporary Locations

  1. Set up Temporary Locations as loanable for best results
  2. Used for Display, Evaluation, or Reserves
  3. Temporary Locations override the permanent location, temporarily
  4. Alma stores both permanent and temporary location

Creating a Temporary Location

  1. From the Configuration menu, choose the library the Temporary Location will be associated
  2. Choose Fulfillment > Locations > Physical Locations
  3. Click Add Location
  4. Fill out the form with:
    1. Code
    2. Name
    3. Type
    4. Fulfillment Unit > Click "Add Location"

Best Uses for a Temporary Location

  1. Great for moving items temporarily to a display area or reserves

How to use a Temporary Location

  1. Check to ensure you are at the correct Circulation Desk
  2. From the Fulfillment menu, choose Scan in Item
  3. Click on Change Item Information
  4. Select the Change Type of Temporary
  5. Choose Temporary Location from the dropdown
  6. Assign a "Due Back Day"
  7. Scan in the barcode of the item
  8. On the due back date, the item will appear on the Pick from Shelf List (Fulfillment menu > Resource Requests > Pick from Shelf)
  9. Use Scan in Item to return the item to its permanent location

Work Orders

Defining Work Orders

  1. A way to track items through a workflow
  2. Items in Work Orders are not loanable or generally easily accessible
  3. Alma considers that items in work orders are going through a work process, such as bindery, repair, or preservation
  4. You can use Work Orders to track an item through the Technical Services workflow

Tips for Looking at the Work Order Type, Status, and Department

  1. Work Order Type = Process Type
  2. Work Order Status = Current Step/Possible next steps in the workflow
  3. Work Order Department = Where the work is taking place

Creating Work Orders

  1. Tips to remember when creating a Work Order
    1. Work Orders may be associated with multiple departments or desk
    2. Work Order Type denotes what type of process someone is performing on the item
    3. Examples: Bindery, Preservation
Initially, you will go to Alma Configuration, select the library in the "Configuring" dropdown, go to the General tab, and click on Work Order Types. 
  1. Work Order Type set up: From the Work Order Types configuration screen > "Add Work Order Type." 
  2. Enter the required information of Code and Name. Optionally, add a description and select whether Alma should recall loans when an item has the work order type added. 
  3. Click the "Add Work Order Type" button. 
  4. Work Order Departments setup:  Next, for the work order type you just added, click the ellipses button > Manage Departments. 
  5. On the Department List screen, click "Add Department." 
  6. On the Department Details screen, enter the required information about the department (Code and Name). Optionally, add any additional information. 
  7. Click "Next." 
  8. On the Served Libraries screen, click "Attach Library" and add any additional libraries needed. 
  9. Click "Next." 
  10. On the Contact Information, click "Add Address." 
  11. Add the required address information and any additional information. 
  12. Click "Add and Close." Repeat steps 10-12 if needed. Additionally, follow the same type of workflow to add phone numbers and email addresses. 
  13. After you add all contact information, click "Next." 13. After adding all contact information
  14. On the Operators screen, click "Add Operator." 
  15. Add the operator, so they appear in the Operator box. 
  16. Click "Add Operator." Repeat steps 14-16 as needed. 
  17. When done, click Save.  
  18. Work Order Type Statuses setup: Alma will return you to the Work Order Types screen. Once there, you will click the ellipses button > Manage Statuses for the Work Order type you are setting up. 
  19. On the Work Order Type Statuses screen, click "Add Status." 
  20. Fill in the required information (Code and Name). Optionally, add a description. 
  21. Click "Add Status." 
  22. That will return you to the Work Order Type Statuses screen. Click "Back" to get back to the main Alma Configuration page. 
  23. Click "Back" to return to Alma. 23. When done in Configuration, click Configuration's Back button to return to Alma.
  24. Using your Work Order Types and Work Order Types statuses immediately: Once back in Alma, sign out. 24. Sign out of Alma if you need to start using the Work Order Types and Work Order Types statuses immediately. 
  25. Log back in and click the location button to choose the Work Order Department. 
  26. Select the Work Order department from the list.
  27. Go to Fulfillment > "Scan in Items." 
  28. Select your Work Order Type status in the "Set Status To" field. 
  29. Scan the barcode(s).
  30. When done, click "Exit."

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