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." 
    A screenshot to add work order types in configuration, a code and name are required.
  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. The code and name are required fields for department details. There are also fields for description, work time, map, and printer.
  7. Click "Next." 
  8. On the Served Libraries screen, click "Attach Library" and add any additional libraries needed. An image of the technical services screen with the attach libraries button on the right side.
  9. Click "Next." 
  10. On the Contact Information, click "Add Address." A screenshot of the address information fields. Address types, line 1, and preferred address are required fields.
  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." 
    Image highlighting the Next button.
  14. On the Operators screen, click "Add Operator." 
    Screenshot of the Operator screen.
  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.  
    Screenshot highlighting the Save button in the upper right corner.
  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. Screenshot showing that Manage Statuses is the second option in the dropdown menu.
  19. On the Work Order Type Statuses screen, click "Add Status." A screenshot showing the fields for the new status. Code and name are required fields.
  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. Screenshot showing the back button in the upper right corner.
  23. Click "Back" to return to Alma. Screenshot showing the configuration menu main page. The back button is in the lower left corner.
  24. Using your Work Order Types and Work Order Types statuses immediately: Once back in Alma, sign out. Screenshot showing the sign out button in the admin button on the main page. 
  25. Log back in and click the location button to choose the Work Order Department. Screenshot of the admin drop down to log back in to Alma and select your current location.
  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. 
    Screenshot showing that the set to status field has a drop down menu you can use and the scan item barcode is a required field.

  29. Scan the barcode(s).
  30. When done, click "Exit."

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