Skip to main content
ExLibris
  • Subscribe by RSS
  • Ex Libris Knowledge Center

    Recent Entities List

    Translatable
    All user roles can open the Recent Entities list.

    The Recent Entities, part of My Activity Center, is a system-level interface that lists all the entities you have added, updated, and deleted within the last 7 days. You can scroll through the list and select an entity to resume your work on it, or you can view it in view-only mode. The Recent Entities list is a helpful way to find the records you have recently accessed, even if you do not remember their names. It also allows you to easily view your recent changes to your records. At any moment you can open and close the Recent Entities list, and then resume your ongoing work without interrupting its context. 

    Recent entities that appear in the list include bibliographic records, holdings, physical items, electronic portfolios, services and collections, repository sets, and authorities that you worked on within the last 7 days. The order of the entities in the list is from the most recent and down, by time and date. 

    recent_entries_pane_highlighted.png

    Recent Entities List

    You can do the following on the Recent Entities list:

    • Open the entity in a view-only mode. To do this, select its title in the list.

    For sets, this displays the members list of the set. 

    • Edit the entity. To do this, hover over the entity and select the Edit icon edit_icon.png.

    • Search for a certain entity in the list. To do this, click the Search icon search items from recent entities.png. Currently you can search by the entity title and ID.  

    • Narrow down the list to a specific type of repository entity, such as physical items. Do this from the All Entities filter at the top of the list. 

    • Narrow down the list by date. To do this, click on the day separator ('Today', etc.) to collapse the day. 

    • Dismiss a specific entity from the list. To do this, hover over the entity and select the Remove icon remove item from recent entities.png. To clear the entire list, select Clear All at the top.

    Dismissed entities cannot be restored in the Recent Entities list. 

    • To close the Recent Entities list, select the Recent Entities icon recent_entries_icon.png again.

    Statuses in the Recent Entities List

    The Recent Entities list displays the status of the entity based on the most recent activity you performed on the entity. This may not reflect the actual state of the entity, for example, if an entity added by you was later edited or deleted by another user.

    The following statuses exist:

    • Added / Edited: your most recent activity on this entity was creating or editing. 
      my recent physical item.png
      Entity with status 'Edited'
    • Entities deleted by you: You deleted this entity. The entity appears as deleted. You cannot open this entity, as the record had been removed from Alma.
      my recent deleted physical item.png
      Deleted entity
    • Entities deleted by other users: No visual indication on deletion is provided. You see the Added / Edited status. When you click on the entity, Alma issues a notification that the entity does not exist. 

    When are Entities Displayed in the Recent Entities List?

    Recap:
    • Entities are displayed when created or updated manually and then saved. 
    • Entities are NOT displayed when created or updated in Alma at the result of batch processes (such as jobs). 
    • Entities are NOT displayed when or updated by Alma by bulk operations (such as "Release All" in the Metadata Editor.)
    • Entities are NOT displayed when created or updated as the side effect of other actions (for example, updating holdings records does not display the related items in the Recent Entities list).  

    Below is a detailed list of cases in which the different types of entities are displayed in the Recent Entities list, and the statuses in each case:

    Entity Type: Included in the Recent Entities List when: Not included in the Recent Entities List when:
    Bibliographic records
    Holdings records
    Authority records
    • The record was saved and released in the Metadata Editor.
    • The record was manually deleted in the Metadata Editor. 
    • Holding records: the record was deleted in the Holdings list. 
    • The record was updated as part of a batch process.
    • It was released unchanged in the Metadata Editor.
    • It is still open in the Metadata Editor.
    • It was released using the "Release All" option.
    • It was created as a side effect of other actions (e.g., creating an order, creating a portfolio, etc.)
    Physical items
     
    • The record was saved and released in the Physical Item Editor.
    • The record was manually deleted in the Physical Item Editor
    • The record was updated as part of a batch process.
    • It was released unchanged in the Physical Item Editor.
    • It is still open in the Physical Item Editor.
    • It was released using the "Release All" option.
    • It was created as a side effect of other actions (e.g., creating an order, creating a portfolio, etc.)
    Electronic Portfolios
    Electronic Collections
    Electronic Services
    • The entity was created or modified in the Editor and saved. 
    • The portfolio was manually deleted (via the repository search). 
    • Portfolios: The portfolio was manually deleted (via the Portfolio List). 
    • The entity was viewed but no changes were saved.
    Digital Collections
    Digital Representations
    Digital Files
    Digital Deposits
    • The entity was added or edited.
    • The entity was viewed but no changes were saved.
    Repository Sets
    • A set was created in the Repository Search.
    • A set was created under Admin Manage Sets → Add Set
    • A set was created by one of the following set actions: Duplicate, Itemize, Combine Sets, Filter Set. 
    • A set was created under the Metadata Import Report Actions as an itemized title set (when there are actual records reported).
    • A set was viewed in the Metadata Editor using the Catalog Set action. 
    • Members in an existing itemized set were updated using the Add Members / Remove Selected functionality. 
    • Set's metadata was edited (set name, description, note, etc.)
    • A set was deleted. 
    • The set was viewed but no changes were saved.

    PO Lines

    • PO Line was created from the Prerequisites screen.
    • PO Line was created from a Purchase Request.
    • PL Line was created from the Metadata Editor.
    • PO Line was edited from any of the task list screens.
    • PO Line was edited from the Manage EDI tasks.
    • PO Line was updated from the Receiving Workbench screen.
    • PO Line was deleted from any screen.
    • PO Line was created by the EOD job.
    • PO Line was created by API.
    • PO Line was deleted as the result of PO deletion.
    • PO Line was update by any Alma job or Process Automation.
    • PO Line was updated via invoice.
    • PO Line was updated via Activation task list.

    What Information Appears in the Recent Entities List for Each Entity? 

    The following information is provided for each of the entity types:

    Entity Type: Information Displayed Example
    Bibliographic records
     
    • Title of the record. 
    • Resource type: Book-Physical, Book-Electronic, etc.
    • BIB MMS ID
    my recent bib record.png
    Physical items
     
    • Title of the bibliographic record related to the item
    • Item barcode. If there is no barcode, a hyphen "-" appears.
    my recent physical item.png
    Holdings records
    • Title of the bibliographic record related to the holdings
    • Local location + permanent call number
    • Holdings MMS ID
    my recent holdings.png
    Electronic Portfolios
    • Title of the bibliographic record linked to the portfolio
    • Service type
    • Portfolio ID
     
    Electronic Collections
     
    • Collection name
    • Interface
    • Collection ID
     
    Electronic Services
    • Collection name
    • Service type
    • Service ID
    my recent electronic services.png
    Digital Collections Collection name digital_collection_recent_entities.png
    Digital Representations

    Title of the bibliographic record

    digital_rep_recent_entity.png
    Repository Sets
    • Set name
    • Set type
    • Set kind: Itemized or Logical 
    my recent set.png
    Authority records
    • The preferred term of the authority record 
    • Vocabulary
    • Authority MMS ID
    my recent authority item.png

    PO Lines

    • PO Line description
    • PO Type
    • PO Line number