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    New Layout 2022

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    Overview of the New Layout

    Beginning with the August 2022 release, Ex Libris is gradually introducing a set of new layout features in Alma task lists. These features are designed to facilitate quicker access to common processes, more focused filtering by means of multiple facet-value selection, and the ability to perform workflow tasks while the task list remains visible.

    The rollout process for the new layout of each type of task list is scheduled to take place over at least three quarterly releases. During this time period, users will be able to choose whether to work with the old layout or the new layout; see Opting In or Out of a New Feature.

    Task List

    When you first open a task-management page, such as the Borrowing Requests page, it opens a task list in the right panel, with a Facets panel to its left. You can use the Facets filtering system and the sort feature, as well as other options that are specific to certain types of tasks, to help you find the tasks you need to work with. 

     
    Task List w facets 1.png
    Task list in the New Layout
    1. Facets panel 
    2. Collapse button
    3. Secondary-search controls (Resource Sharing tasks only)
    4. Sort controls
    5. Current status
    6. Label
    7. Assignee
    8. Notes link
    9. Actions menu
    10. Task checkbox
    11. More actions menu
    12. Additional option
    13. Refresh
    14. Export

    Facets

    The Facets panel enables you to filter the task list so that you only see tasks that meet selected conditions. The facets are divided into categories, such as Status and Creation Date. In the New Layout, you can select multiple values in each category, enabling you to filter the task list so that it only shows the exact collection of tasks you need to see. The currently selected facets appear at the top of the Facets panel, under Refine by

    In some cases, a particular facet value is already selected when you first open a task list. For example, when you open the resource-sharing Borrowing Requests task list, Activity Status "Active" is already selected. You can clear the selection if you wish, as explained below.

    Selecting Facets

    All facet categories relevant to the current task list appear in the Facets panel, with all of their values listed immediately below each category and, in parentheses beside each one, the number of items in the current task list that have that value.

    In the New Layout, the Assignment and activity status filter is now a category in the Facets panel, so you can select one or more specific assignees and an activity status as filter conditions. In addition, Labels are a category in the Facets panel, so you can filter the task list based on the labels that are assigned to tasks.

    If you select multiple values in a single category, tasks with any of the selected values are included in the list (i.e., the logical relationship between selected values within a category is OR). If you select values in multiple categories, only tasks that meet at least one of the selected requirements in each category are included in the list (i.e., the logical relationship between selected categories is AND). If you do not select any values in a category (or you select all of the values in a category), the category has no effect on the filter process.

    To add a facet value to the task list:
    • In the Facet panel, select the value you want to include in the task list. It is added to the list of active facets, and the change is implemented immediately – the task list is filtered in accordance with all of the currently selected facets.
    To add multiple facet values to the task list in one action:
    1. In the Facet panel, select the checkbox beside each value you want to include in the task list.
    2. At the bottom of the Facet panel, select Apply. The task list is filtered in accordance with your selections.
    To remove facet selections:
    • In the upper part of the Facets panel, select the x beside each value you want to remove. To remove all facet values, select Clear all.
    Collapsing the Facets Panel

    If you want to have more space for the task list, you can collapse the Facets panel.

    To collapse the Facets panel:
    • At the bottom of the Facets panel, select Collapse (Collapse button.png).
    To expand the Facets panel when it is collapsed:
    • At the bottom of the collapsed Facets panel, select Expand (Collapse button.png).

    In smaller screens, the Facets panel is automatically collapsed, and when you expand it, it overlaps the task list.

    Secondary Search

    The secondary search allows you to search the current task list for tasks that meet certain criteria. It is available for Resource-Sharing Borrowing-Request and Lending-Request task lists. For additional information, see Managing Borrowing Requests (New Layout), Managing Lending Requests (New Layout).

    Sorting the Task List

    You can sort the task list by various criteria. 

    To sort the task list:
    • Under Sort by, select the desired sort criterion. The list is sorted.
    To switch the sort order between ascending and descending:
    • Select Sort down.png.

    Information in the Task List

    For each task in the task list, Alma displays basic information about the task, as well as its current status. If the task list is wide enough, icons showing labels that are attached to the task and its current assignee, also appear, as well as a link to attached notes. If the list is not wide enough to display these objects, selecting a task in the list opens the Details pane, where this information also appears.

    Actions Menu

    The Actions menu allows you to perform actions on one or more selected tasks (changing status, removing tasks, managing labels, etc.) or actions that are not related to any specific task in the task list (e.g., creating a new task).

    You can select tasks on different pages in the task list, and perform the action you select on all of them.

    To perform actions on selected tasks:
    1. In the task list, select the checkbox beside each task on which you want to perform the required action. The options that can be performed on the selected tasks become available in the Actions menu.
    2. In the Actions menu, select the action to perform. (For information about managing labels, see Managing Labels Through the Actions Menu, below.)

    Depending on how wide the task list is, the Actions menu may be expanded so that each of the options it contains appears separately above the task list, or collapsed so that some or all of the options are only available in the Actions dropdown menu.

     
    Actions expanded -calout.png
    Actions menu fully expanded
     
    Actions partly expanded -callout.png
    Actions menu partly expanded
     
    Actions menu collapsed -callout.png
    Actions menu collapsed

    Managing Labels Through the Actions Menu

    Labels are reusable identifiers that can be attached to tasks as required. Each label is essentially one word; no blank spaces can be included in a label. (Hyphens and underscores can be used to separate words, if necessary.) Labels attached to a task are displayed in the task's line in task lists, and are automatically color-coded there in order to highlight them.

    You can use labels for a variety of purposes, including: to highlight important features of particular tasks, to group tasks, and to make it easier to find them later on. For example, you could attach an "Exhibition" label to all the books that are being requested from other libraries in your network for a particular exhibition that is planned at your library.

    Labels are also included as a category in the Facets panel, so they can be used to help find particular tasks. For example, you could select the "Exhibition" label in the Facets panel to find all tasks with this label.

    When one or more tasks are selected in a task list, you can attach labels to – or remove labels from – all the selected tasks, from the Actions menu. You can choose labels that already exist in your system, or create new ones on the fly, as required. Any new labels you create are saved in the system and available for reuse. Each type of task has its own list of saved labels.

    You can also manage the labels of individual tasks in the Details pane; see Managing Labels in the Details Pane.

    To add labels to selected tasks via the Actions menu:
    1. In the task list, select the checkbox beside each task to which you want to add labels.

      Do not be concerned if your selections include some tasks that already have some or all of the labels you choose to add; the labels will not be attached a second time, and the process will not fail.

    2. In the Actions menu, select Manage Labels. The label manager opens.
    3. Select Add Labels.
    4. Select the Labels field. A list of existing labels opens.

      Man Label - select Labels.png
    5. Do one of the following:
      • To attach an existing label, select it from the list.
      • To create a new label, type its text. (Be sure not to include any blank spaces.) The label is created as soon as you either enter a blank space, press Enter, or select it from below the label area.
    6. Click outside the label area, or select Assign to selected. The label is attached to the selected tasks. If it was a new label, it is also saved in the system.
    7. If the labels you added do not appear in the selected tasks, refresh the task list.
    To remove labels from selected tasks via the Actions menu:
    1. In the task list, select the checkbox beside each task from which you want to remove labels.

      Do not be concerned if your selections include some tasks that do not have some or all of the labels you choose to remove; the labels will still be removed from the selected tasks that do have them, and the process will not fail.

    2. In the Actions menu, select Manage Labels. The label manager opens.
    3. Select Remove Labels.
    4. Select the Labels field. A list of existing labels opens. 
    5. Select the labels you want to remove from the currently selected tasks.
    6. Click outside the label area, or select Assign to selected. The labels are removed from the selected tasks.
    7. If the labels you removed still appear in the selected tasks, refresh the task list.

    Performing Actions on Individual Tasks

    Depending on the type of task and its current status, various actions can be performed on individual tasks that appear in the task list, such as assigning it to a staff member, updating its status, sending messages people interested in the task (patrons, vendors, staff members), and viewing and editing its details. The More actions menu (More Actions button.png) gives you access to the available actions for each task, given its current status. Additional options, such as an Edit option that enables you to open the task's form for editing, may also be available for a task, depending on the type of task and its current status.

    Refreshing the Task List

    In some cases, the results of actions that are performed in the task list are not visible until the display is refreshed.

    To refresh the display:
    • Above the task list, select Refresh (Refresh button.png).

    Exporting to Excel

    You can export the current task list to Excel. A maximum of 100,000 lines can be exported at one time; if the task list is longer than this, only the first 100,000 tasks are exported. For additional information about exporting to Excel, see Export to Excel.

    To export the current task list to Excel:
    • Select Export. The download process begins immediately. During the export, Alma displays a progress bar. Downloading proceeds in the foreground. While the download is in progress, you can select Cancel to cancel the download.

    Views

    The New Layout supports three views:

    • Split view: In Split view, an additional Details pane is added to the right panel, alongside the task list. This pane provides fast access to more information about the currently selected task and to many workflow and editing options.
    • Full Page view: In Full Page view, either the task list or the Details pane is displayed in the entire right panel. You can switch between them as necessary.
    • List view: In List view, the task list is displayed in the entire right panel, and the Details pane is hidden.

    Split view is only available if the window is wide enough to provide a useful display area. In narrow windows, such as relatively small computer screens, Full Page view is activated automatically.

    Split View

    In Split view, a Details pane is added to the right panel alongside the task list, and the most significant information about the currently selected task is displayed there. Some of the task's fields can be edited in this pane, notes and labels can be attached to the task directly from this pane, and other handling and editing options can be accessed from a dropdown menu. Because the task list remains open beside the Details pane, you do not lose sight of the task list while you are working on the selected task. 

    To open the Details pane in Split view:
    • In a task list, select a task. The Details pane opens and displays further information about the selected task.

     

    Details pane open and marked.png
    Details pane showing information about the task selected in the task list
    1. Details pane
    2. Customize sections
    3. View settings
    4. Drag to resize
    5. Open full page view
    6. Close Details pane

    Resizing the Panes

    By default, when the Details pane is open, the task list and the Details pane are of equal widths. You can change their proportions in one of two ways: by selecting a pre-configured layout or by dragging the border between the two panes to the right or left.

    To select a pre-configured layout:
    1. Select View settings. The View Settings menu opens.

    2. In the menu, select the arrow beside Split view, and then select one of the options, Narrow list, Medium list, or Wide list.

     
    View settings menu.png
    Selecting a pre-configured layout
    To resize the panes by dragging:
    1. Align your mouse cursor with the border between the two panes. The cursor changes into a resize icon (Resize icon.png).
    2. Drag right or left to resize the panes as required.

    Closing the Details Pane

    When the Details pane is open, you can close it, so that you only see the task list.

    To close the Details pane:
    • Do one of the following:
      • Select Close (x).
      • In the View settings, select List View

    Full Page View

    In Full Page view, either the task list or the Details pane is displayed in the entire right panel. 

    To switch to Full Page view:
    • Do one of the following:
      • When the Details pane is open, on the border between the two panes, select the Open Full Page view (Open full-page view.png) button. The Details pane fills the entire right panel.
      • In the View settings, select Full Page View. If the Details pane was already open, it fills the entire right panel. If only the task list was displayed, the display remains unchanged. If you then select an item in the task list, the Details pane opens and fills the entire right panel.
     
    Full Page view.png
    Full Page view (Details pane)
    1. Back to list
    2. Return to Split view
    3. Section list
    To switch from the task list to the Details pane:
    • Select an item in the task list.
    To switch from the Details pane to the task list:
    • Select Back to list.
    To close Full Page view and return to Split view:
    • Do one of the following:
      • Select Return to split view (Return to split view 1.png).
      • In the View settings, select Split view.

    Working in the Details Pane

    The Details pane displays information about the currently selected task, and provides a number of convenient features for editing and processing the task.

     

    Details pane -callouts 5.png
    Details pane

    1. & 2. Editable sections

    3. Sections menu

    4. Navigation arrows

    5. Add Note

    6. Add Label

    7. Additional option

    8. More actions menu

    Navigating within the Details Pane

    The Details pane is divided into sections. The first section provides basic information about the selected task. Additional sections display further information, provide fields in which you can edit some of the task's information, and enable you to add notes and labels to the task. The sections available in the Details pane vary depending on the type of task.

    Navigating Between Sections

    You can navigate from section to section either by scrolling or by selecting a section from the Sections menu.

     
    Sections dropdown.png
    Sections menu open

    In Full Page view, the sections can also be navigated by means of the section list inside the pane.

    Navigating Between Tasks

    You can navigate from task to task either by selecting one of the navigation arrows to go up or down in the task list, or by selecting a different task in the task list. 

    Editable Sections

    Some fields of a selected task can be edited directly in the Details pane. Sections that contain editable fields are shaded light blue.

    To edit an editable field:
    1. Select anywhere in the shaded region containing the field. All of the fields in the region become editable, and a Save button is added to the region.
    2. Select fields and edit their contents as required.

      Editing field in Details pane.png
      Editing a field
    3. Select Save. The changes you made are saved in the task.

    Managing Notes in the Details Pane

    Any notes that are already attached to the selected task are displayed in the Details pane, in the Notes section. You can also add, edit, and delete notes in this pane.

     
    Note.png
    Note in the Notes section
     
    To add a note to an item:
    1. In the Notes section, select Add Note. A new blank note is added to the section.
    2. In the blank note, select the Enter Text Here message.
    3. Enter the note text.
    4. Select any spot outside of the new note's text. The note is saved and attached to the item.
       
      Note added.png
      New note attached
    To edit a note:
    • Select the text area of the note and then modify it as required.
    To delete a note:
    1. Place your mouse on the note. A Remove button appears in the upper-right corner of the note. 
    2. Select the Remove button.
    3. Confirm your action. The note is deleted.

    Managing Labels in the Details Pane

    Any labels that are already attached to the selected task are displayed in the Details pane, in the General Information section at the top of the pane. You can also attach additional labels to a task and remove labels from a task in this pane. For additional information about labels, see Managing Labels Through the Actions Menu.

    Labels can also be managed for multiple tasks at once from the Actions menu; see Managing Labels Through the Actions Menu.

     
    Rush label.png
    "Rush" label in the Details pane
     
    To add a label to a task:
    1. In the Details pane, in the top section, select the label area. The label area becomes editable, and a list of already-defined labels appears below the field (if labels already exist).

      If no labels are attached to the task, select Add Label. If labels are already attached to the task, select the label area. 

    2. Do one of the following:
      • To attach an existing label, select it from the list.
      • To create a new label, type its text. (Be sure not to include any blank spaces.) The label is created as soon as you either enter a blank space, press Enter, or select it from below the label area.
    3. Click outside the label area, or select the check button (Check button.png). The label is attached to the task.
    To remove a label from a task:
    1. In the Details pane, select the label area.
    2. Select the x on the label.
    3. Click outside the label area, or select the check button (Check button.png). The label is removed from the task.

    More-Actions Menu and Additional Options

    The More actions menu (More Actions button.png), and additional options (e.g., Edit), are both available in the Details pane when it is open.

    If the task list is wide enough, these options are also available in the task list. Otherwise, when the Details pane is open, they only appear there.

    Customizing the Details Pane

    You can choose which sections to display in the Details pane, and the order in which they should appear.

    The top section cannot be moved or hidden.

    To customize the section display in the Details pane:
    1. Above the Details pane, select Customize sections (Settings icon.png). The Sections Customization panel opens.
    2. Under Display sections, drag the sections up or down to change the order in which they appear in the Details pane. To hide a section entirely, drag it to the Hide sections area.
    3. When you have finished customizing the section display, at the top of the panel, select Apply.

    Sliding Panel

    When you select certain options in the New Layout task lists, the result is displayed in a sliding panel that is superimposed on the task list. For example, in the Resource Sharing > Borrowing Requests page, selecting Edit in a task opens the full request form in a sliding panel in which it can be edited.

     
    Sliding panel -callouts 1.png
    Sliding panel
    1. Page header
    2. Task header
    3. Back
    4. Close

    The page header contains the page title and various action buttons. The task header, containing the task title and buttons you can select in order to see more information about the task. 

    To close the sliding panel without saving any changes you have made to the task data it contains, select one of the following:
    • Back
    • Close
    • Cancel
     To save any changes you have made, and then close the sliding panel:
    • Select Save.
    To save any changes you have made, and keep the sliding panel open:
    • Select Save and Edit.
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