Resource Management
Resource Management Resources
OCLC and Importing Bibliographic Record Setting up Connexion for Alma: Step-by-step instructions to set up the OCLC Connexion Client to export bibliographic records from OCLC to Alma. Video Importing Bibliographic Records from Connexion to Alma, ...
Simplified Cataloging using OCLC Record Manager (formally CatExpress)
CatExpress users must switch from using the Connexion Browers to using WorldShare Record Manager by April 30, 2024. CatExpress users have access to Record Manager with your subscription. For assistance accessing Record Manager, contact OCLC. 1. ...
Creating an item file in Analytics
Creating an item file in Analytics to export as an excel or move the item file to Alma to create a set. 1. Analytics Open Analytics. Choose Design Analytics. From the Create menu option choose Analysis. Select Physical Items in the Select Subject ...
Exporting Bibliographic Records
Instructions on creating a set of bibliographic record for export. 1. Create a set of records Search Alma using a All Titles or Physical Titles search to retrieve the bibliographic records to export. Click on Save and Filter the Query. Enter a set ...
Local Field Documents
Local fields in Alma are 09x, 59x, 69x, 77x, 78x and 9xx MARC fields. Please see attached spreadsheet for details.
Combining duplicate bibliographic records in the NZ
Occasionally, you will notice two bibliography records in the Network Zone with the same OCLC number. You can combine the two records in the NZ. Retrieve both records in the NZ using an All Titles search -> OCLC Control Number (035a). Select both ...
Creating a Form Based Indication Rule
Indication Rules in Alma can assist you in finding specific MARC fields and data in those fields. Use the indication rule to filter a set of records by the indication rule parameter. 1. Creating form based indication rule From the Resources menu, ...
Coping Rules from the Network Zone to the Institution Zone
Several normalization, merge and indication rules are managed from the Network Zone. These rules can be used in Institution Zones by coping the to your Institution Zone. 1. Check placement of records and rules From the Resources menu option choose ...
Resolving Multi-Matches from an Import Profile
Occasionally, during import, an incoming record encounters two matches in Alma. At that point, Alma does not know which record to overlay. The import profile will show the status of Manual Handling Required. The import process does not fail but will ...
General resource management clean-up tasks
Periodic searches in Alma, once or twice a year, to find discrepancies and general clean-up tasks. 1. Ensuring that fully cataloged records are shared with the Network Zone. Advanced Physical titles search -> Is Linked = No PLUS AND OCLC Control ...
Limiting Scope to Specific Library using Physical Item or Physical holdings search
With the April 2022 release, it is possible to define a search to a specific library by default. The functionality is especially useful for institutions with several libraries or multiple campuses. Please note the definition is only possible for the ...
Submitting Bibliographic Records for Peer Review Using Connexion Client
OCLC Connexion users have the ability to share records with a colleague at another institution to review bibliographic records. Thank you to Mark Ehlert for writing the instructions. Details are available at the OCLC Support site: Exchange records ...
Automatically Deleting MARC Fields
The OCLC Normalization Rule applied during importing bibliographic records to Alma includes the normalization rule “Delete MARC Tags at Import.” When importing MARC bibliographic records, the rule will delete the following MARC fields when importing ...
Adding Collections for display in Primo
Instructions to create collections in Alma for display in Primo. For example, used to highlight New Book, DVD, or Subject Area collections. Ex Libris documentation 1. Creating a Collection In Alma from the Resources menu -> Manage Inventory -> Manage ...
Adding Links to Bibliographic Records (PowerPoint)
PowerPoint to highlight how to add links (URLs) to bibliographic records.
Harvesting Bepress Repository to Alma/Primo VE
Add a Bepress Repository to Alma for discovery in Primo, using an import profile to check for and load new records to Alma from the repository periodically. Create Remote Repository Configuration -> Resources -> Import Records -> Remote Digital ...
Adding MARC records to Electronic Collections
Electronic records loaded to Alma need to be loaded to the institution zone. First, create a local electronic collection in Alma; second, create the import profile. To load bibliographic records, you may need to examine the MARC file to ensure the ...
Fixing obsolete Aleph locations in Alma
During our migration from Aleph to Alma some obsolete Aleph locations were migrated, these need to be updated with the correct location or deleted from Alma. Often the location names are "ILL or Error." Retrieving Location Physical Titles Search -> ...
Publishing holdings or LHRs to OCLC
Alma provides the opportunity to publish new or deleted bibliographic records to OCLC and local holding records to OCLC. Please note that the publishing to OCLC functionality is only available to full OCLC cataloging subscribers. If you use ...
Scan'n'Toss Instructions
The Scan'n'Toss API, developed by Simon Mai in the PALS office. The API uses the Book-be-Gone API from Jeremy Hobbs as a starting point. Scan'n'Toss itself does not make any changes to Alma or OCLC. The API performs several checks on items to be ...
Importing Bibliographic Records with Local Fields the Network Zone
Importing Alma local fields, using a Network Zone import profile. If importing a bibliographic record, which includes an Alma local field (09x, 59x, 69x, 77x, or 78x), import the record to the Network Zone directly. No need to import the ...
Creating an eGovernment Document Scope
The PALS office loads electronic government documents to the Network Zone. To retrieve the records in Primo, create a local resource type and electronic government documents scope. The electronic government documents bibliographic records include ...
Copy Cataloging using Search Resources
Search and import bibliographic records from search resources (OCLC) using Alma. Searching Resources and Importing From the Alma Homepage -> Resources -> Cataloging -> Search Resources The search page uses your library’s Search Cataloging Profile = ...
Update Item Notes
Adding contents to note fields in Alma using an Alma set and the Change Physical Item job. Create Set Conduct a physical title or physical item search in Alma to retrieve records Click on Save Query Enter a Set Name, Description, and Note Click on ...
Adding Portfolios (URLs) to Bibliographic Records
Please do not add 856 links to bibliographic records. Add links for course reserve records or complete individual bibliographic records via the Metadata Editor. These links are best managed within an electronic collection. Managing electronic access ...
Normalization Rule to Update Bibliographic Record with Local Fields
Alma defines local fields as 09x, 59x, 69x, 77x, 78x, and per MnPALS policy 950 - 999. You may not make any changes to the LDR or Network Zone MARC fields. To update or add local fields, please use the 'NZ Add Local Fields' normalization rule. The ...
Changing Holding Records using a Normalization Rule
To change library or location, create a set of records and use the “Change Physical Items” job. The item will update the holding records. With a normalization rule change indicators, deleting subfields, or adding subfields in the holdings record. A ...
Create batch OCLC numbers for input to Connexion
Using a text file as input to Connexion Client to update or delete holdings from WorldCat after adding holdings/items or adding a record via Search Resources. Use either the manual method, copy and pasting OCLC numbers. Or use Analytics to create a ...
Import Profile Considerations
Things to consider: Are you creating inventory at the time of import or overlaying order records? Are you overlaying the bibliographic record in the IZ or NZ? What are match points OCLC#, POL, or other match points? Physical or electronic ...
Films on Demand Imports
Import the new Films on Demand bibliographic records and discontinued titles from the Films on Demand collection, using the Films on Demand import profiles. It is the libraries' responsibility to keep their Films on Demand collection up-to-date in ...
SpineOMatic Webapp
SpineOMatic is available via Alma’s Cloud App Center. Enable the Cloud App Center via Alma’s Configuration menu. The App Center icon becomes available on Alma’s homepage. Select the SpineOMatic App. Enabling the Alma Cloud App Center Configuration ...
Spine Label printing using SpineOMatic
SpineOMatic is used to print spine labels from Alma utilizing the item’s barcode. Compatible SpineOMatic printers are Zebra, DYMO, and Smart Label Printers. Downloading SpineOMatic Contact PALS via the Support Center for your printing API Key. ...
Updating Records using Sets and Batch Jobs
Please see “Create Set” documentation for creating a set of records to perform batch changes. The selection of jobs displayed depends on user roles. From the Admin menu -> Run a Job. See the list of jobs available to you. Search for jobs by entering ...
Creating Sets
Use a set of records to run jobs against the records contained in the set. For example, deleting records in batch or making changes to holding or item records. Search for holding or item records via the search bar or advanced search. Use physical ...
Overlaying short bibliographic records from OCLC
Overlaying a brief bibliographic record in the Institution Zone, match based on OCLC number. The process begins with the order record, updating the short bibliographic record with an OCLC number, and importing the complete bibliographic record from ...
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 ...
Call Number Mapping
The call number mapping configuration maps call numbers from the bibliographic record to the holding record. The mapping table is read from top to bottom, stopping once it finds a match. Customizing Call Number Mapping Configuration -> Resources -> ...
Importing Bibliographic Records from Connexion to Alma.
Importing bibliographic records from Connexion to Alma, matching to the Network Zone. Connexion 1. Find and open the bibliographic record in the Connexion Client. 2. Enter MARC field 949. MARC field 949 creates a holding and item record in Alma upon ...
Set-Up OCLC Connexion to Import Bibliographic Records to Alma
Instructions for setting up OCLC Connexion to import bibliographic records to Alma. Video 1. File Management To make file management easier on your computer, create a destination folder to move the file from Connexion to your computer. For example, ...
POL overlay with an import profile
Using Import Profiles based on POL matching with physical materials after creating a brief record in the Institution Zone. Note: Do not use if you receive order records via an EOD file from a vendor. Also, if using a bibliographic record from the ...
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