Facets and Filters

Secondary Search

Some pages include a secondary search that enables you to search the current task list for items that meet certain criteria.

Select a value from the drop-down list of fields, enter text, and select the search icon to filter the list. Note that this search is a "contains" search (except for a code search of the resource sharing partner list, which is a "starts with" search).

Sorting the Task List

You can sort the task list by various criteria. 

• Under Sort by, select the desired sort criterion. The list is sorted.

• Select .

In responsive mode, the sort options appear under the sort icon.

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 (see Managing Labels) 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.

For customizing the records display see Customizing the Display of Records.

Actions Menu

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

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.

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.

To customize the actions menu see Customizing the Display of the Actions Menu.

Managing Labels in Alma

You can use labels for various purposes, including highlighting important features of particular records and grouping records to make it easier to find them later on. For example, you could attach an "Exhibition" label to all the books requested from other libraries in your network for a particular exhibition planned at your library. You can choose existing labels 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 (for example,  sets, PO lines, etc.) has its own list of saved labels. Note that labels for records on the All Titles search are not saved in analytics.

You can manage labels through the Actions menu or through the Details pane, as described below.

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. 

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

"Climate Exhibit" label in the Details pane

To add labels to a task:

1. In the Details pane, in the top section, select Add Labels (if no labels were added previously).
   
   
   If labels already exist select the label area.
   
   

2. Add the new label/s, making sure to mark the checkbox next to the new label, and then select the Save () icon.
   
   

To attach an existing label, select it from the list. You can select multiple labels. To create a new label, type its text.

If the labels you added do not appear in the selected tasks, refresh the task list.

To remove labels from a task:

1. In the Details pane, in the top section, select the label area.

2. Do one of the following:

   • Select the x on a label you want to remove. The label is removed from the label area, and a list of the labels currently attached to the task appears.

   • Select the label area again. A list of the labels currently attached to the task appears.

3. In the list of the labels currently attached to the task, clear the checkboxes beside each of the labels you want to remove from the task.

4. Click outside the label area, and then select the Save button (). The labels are removed from the task.

5. If the labels you removed still appear in the task's row in the task list, refresh the task list.

If, after you remove a label from a tasks, the label is no longer attached to any tasks, the label is deleted from the list of saved labels. (You may have to refresh the task list to see the change.)

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 to people interested in the task (patrons, vendors, staff members), and viewing and editing its details. The More actions button () gives you access to the available row actions for each task, given its current status. The Main action of the list of available row actions may appear as a separate button beside the More actions button (). For example, if Edit is the main action for a task, given its current status, there may be a separate Edit button beside the More actions button (see Task List above). To customize the actions menu see Customizing the Display of the Actions Menu.

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.

• Above the task list, select Refresh ().

Exporting to Excel

You can export a maximum of 1000,000 lines at one time. If the task list is longer than this, only the first 1000,000 tasks are exported. For additional information about exporting to Excel, see Export to Excel.

• Select Export. Note that on some pages you can choose to export the current view. The all fields option ignores any customization of the display that was done (see Customizing the Display).

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 (see Managing 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. The Split view option can be turned on or off, as desired.

• When Split view is turned on (see below), in a task list, select a task. The Details pane opens and displays further information about the selected task.

Details pane showing information about the task selected in the task list

1. Details pane
2. Customize button
3. There are 2 alternating icons: Switch to list view  and switch to split screen view .
4. Drag to resize
5. Open full page view
6. Close Details pane

Full Page View

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

• On the border between the two panes, select the Open Full Page view () button. The Details pane fills the entire right panel.

1. Back to list

2. Sections menu

3. Return to split view

• Select an item in the task list.

• Select Back to list.

• Select Return to split view ().

Table View

On some pages, you can select the Table View icon to move from the regular record view to table view.

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 (see Managing Labels) to the record. The sections available in the Details pane vary depending on the type of record.

Navigating Between Sections

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

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. 

Expanding and Collapsing the Sections Menu

The Sections menu can remain open while you are working in the Details pane, or it can be collapsed to allow more space for the other components displayed in the window.

• At the bottom of the menu, select Collapse ().

• At the bottom of the collapsed menu, select Expand ().

Counters in the Sections Menu

For some options in the Sections menu, counters indicating how many items exist in the section appear in parentheses after the name of the section. For example, a Notes section that contains two notes would appear as Notes (2), while a Notes section that does not contain any notes would appear without a counter in parentheses, simply as Notes. 

Additional Links in the Sections Menu

In some types of tasks, additional links appear in the Sections menu. These links open additional information about the task in a sliding panel, rather than in the Details pane itself, and are identified by link icons (). Like the Sections options in the menu, these links may have counters in parentheses indicating how many objects in that category are defined for the task.

Sections menu with links and counters

Required-Information Indication

A red asterisk (*) marks sections that contain fields that must be filled in in order for the workflow to proceed.

Editable Sections in the Details Pane

Some fields of a selected task can be edited directly in the Details pane. Sections that contain editable fields are shaded light blue. Required fields are marked with a red asterisk (*).

In some types of record lists, such as PO line task lists, you cannot edit the fields of a record unless you are in Edit mode. In these cases, an Edit button () appears in the record list, and another Edit button () appears at the top of the Details pane when it is opened. In other types of lists, such as Resource Sharing record lists, sections can be edited individually, and without first entering Edit mode.

In the task you want to edit, select the Edit button. The task is opened for editing in the Details pane, and Save and Cancel buttons are added at the top of the pane. 

1. Select anywhere in the shaded region containing the field. All of the editable fields in the region become available for editing. If you did not previously enter Edit mode, Save and Cancel buttons are added to the region. 
2. Select fields and edit their contents as required.
   
   

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

Quick Access Module

The Quick Access module gives you quicker access to specific actions, fields or sections on some pages in Alma such as Manage Sets, PO Lines, etc. 

1. Use the keyboard shortcut (period '.') or select the Quick Access link at the bottom of the Sections slide-out pane.

2. The Quick Access module appears with links to specific actions, fields and sections.

   

   

3. The values that appear under Action, Field and Section differ, depending on the task that is currently selected in the task list. 

4. Select a specific action, field or section. 

   • Action - Activates the specific action as if you had selected it for the current task in the details pane. 
     For example in the Manage Sets page if you select Itemize under Action, the New Itemized Set page appears, as if you had selected Itemize from the row actions menu.  
     
     

   • Field - Takes you directly to the specific field. 
     For example in the Manage Sets page if you select Created by under Field, the focus moves to the Created by field. 
     
     

   • Section - Takes you directly to the specific section.
     For example in the Manage Sets page if you select Set information under Section, the focus moves to the Set information section.
     
     

5. If items were previously selected from the Quick Access module, these sticky selections (indicated with a  icon) are displayed above the Action section.

   

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.

Two views of the Notes section are available, Notes layout mode and List layout mode. List layout mode supports searching within and sorting of the existing notes, but Notes layout mode does not. To switch between the modes, select an option at the top of the section (). 

1. Select the text area of the note and then modify the note as required.

2. Do one of the following:

   • In Notes layout, select any spot outside of the note.

   • In List layout, in the note, select Save.

   The changes are saved.

In List layout:

1. Select the note. 

2. Select the Delete button.

3. Confirm the deletion. The note is deleted.

In Notes layout:

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 the deletion. The note is deleted.

• At the top of the notes, under Sort by, select the option by which to sort the notes. The list is sorted.

• Select the Sort icon ().

1. At the top of the notes, select the Search icon (). The search options and search text fields open.

   

2. Select the search option, and enter the text to search for in the notes.

3. Select the Search icon (). The list of notes is filtered so that only those that match the search criteria are displayed.

More Actions and Main Action Buttons

The More actions () and Main action (e.g., Edit) buttons (see Performing Actions on Individual Tasks above), are both available in the Details pane when it is open. If the Details pane is wide enough, some or all of the options in the More actions menu appear as separate buttons at the top of the pane, alongside the Main action button.

Accessing the Customization Menu

The customization menu is accessed from the gear icon at the top of the page. 

For some pages, admin users will see an option to customize the display at the institution level. This will set institutional defaults, eliminating the need for individual users to configure their display to best fit their library’s preferences.

Customizing the Display of Sections

You can customize the sections display by selecting Sections Customization from the Customization menu (see Accessing the Customization Menu).
You can enable/disable sections, except for those that remain displayed by default (such as Set description in the example below).
You can move sections with the Move () icon.

Select Apply to implement the changes or Reset to default to restore the defaults. 

Customizing the Display of the Actions List

You can customize the display of the actions list by selecting Actions Customization from the Customization menu (see Accessing the Customization Menu).
You can enable and disable actions.
You can move actions with the Move () icon.

Some of the main actions with links to related documentation are listed below:

• Renew - see Renewing Loans.

• Work Order - see Creating a Work Order Request.

• Loan History - see Viewing Loan History for a Patron in the Returns Tab.

• Lost - see Working with Lost and Returned Items.

• Found Item - see Indicating an Item as Found.

• Claim Returned - see Indicating an Item was Claimed Returned.

• Delete Loan - see Deleting Loans.

• Change Due Date - see Updating the Due Date for Loaned Items.

• Return Item - see Managing Returns.

• View Policies - see Viewing Policies for Loans.

Customizing the Display of Records

You can customize the display of fields by selecting Record Customization from the Customization menu (see Accessing the Customization Menu).
You can enable/disable fields for display, except for those that remain displayed by default (such as Title in the first column in the example below).
You can move fields with the Move () icon. 

Select Apply to implement the changes or Reset to default to restore the defaults. 

Customizing the Table Display

You can customize the table display by selecting Table Customization from the Customization menu (see Accessing the Customization Menu).
You can enable/disable table columns for display. You can move table columns with the Move () icon.

Select Apply to implement the changes or Reset to default to restore the defaults. 

Customizing the Display of Facets

You can customize the facets display by selecting Facets Customization from the Customization menu (see Accessing the Customization Menu).
You can enable and disable facets for display. You can move facets with the Move () icon.

Select Apply to implement the changes or Reset to default to restore the defaults. 

Video Showing How to Customize the Display

You can view a short video showing how the customization impacts what you see by selecting the (i) icon at the top of the page.