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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 record 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. 

    For a video showing the task list see here

     
    Task List w facets 1.png
    Task list in the New Layout
    1. Facets panel 
    2. Collapse button
    3. Secondary-search controls (Resource Sharing record lists only)
    4. Sort controls
    5. Current status
    6. Label (see Managing Labels)
    7. Assignee (select to see user information)
    8. Notes link (for Resource Sharing record lists, only displayed when notes exist and are active; see The Alma User Interface)
    9. Actions menu
    10. Task checkbox
    11. More actions button (row actions)
    12. Main action
    13. Refresh
    14. Export
    15. Requester (select to see user information)

    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 filters are now categories in the Facets panel, so you can select one or more specific assignees and an activity status as filter conditions. In addition, on some pages in Alma, Labels are a category in the Facets panel, so you can filter the task list based on the labels that are assigned to tasks (see Managing Labels).

    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 record lists. For additional information, see Managing Borrowing Requests, Managing Lending Requests.

    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 (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.

    Customizing the Record Display

    The record display - the display of each task in a task list - can be configured to suit your needs, by hiding information that is not relevant to your work and changing the order and/or locations of the information that is displayed, to make it easier for you to find the information you need quickly.

    To customize the record display in a task list:
    1. Above the task list, select Customize (Settings icon.png). The customization menu opens.
    2. Under User customization, select Record customization. The Record Customization pane opens on top of the task list, and outlines the current layout of the record display in the task list - its columns, the fields that can be displayed in them, and their current arrangement. It also explains what adjustments are made to the display of each column if the window is not wide enough to display all of the information from all of the columns.

      A Move (Can Move icon.png) icon appears beside fields that can be moved; they can be moved up or down within columns or sideways between the first and second columns. A selected checkbox beside a field indicates that that field will be displayed in each record; a cleared checkbox means that the field will not be displayed. Fields that cannot be moved or hidden, such as the title of a book in a resource-sharing task list, appear in the pane, but their checkboxes cannot be cleared, and they do not have Move icons.
      Borrowing Requests - Record Customization.png
      Record Customization pane for resource-sharing Borrowing Requests task list
    3. To move fields, drag their Move (Can Move icon.png) icons up or down to change the order in which they appear in a column, or to the right or left to move them to a different column.
    4. To hide a field entirely, clear the checkbox beside its name.
    5. When you have finished customizing the record display, at the top of the panel, select Apply. The changes are implemented.
    • When any of the customization settings are customized, a dot appears on the Customize sections icon - Customize On icon.png.
    • To revert to the default settings, select Reset to default.

    Opening a User-Information Pop-Up

    You can see additional details about a user (assignee, requester, etc.) whose name appears in the task list (or the Details pane; see New Layout 2022 below).

    To see additional details about a user:
    • Select the name of the user. A pop-up opens and displays additional information about the user.

    User-Name button NG 1.png

    Select the Requester user name to open user information in a pop-up

    User Pop-Up w task NG 1.png

    User information displayed in a pop-up
    For information about configuring the pop-up, see Configuring User Information for Pop-ups.

    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).

    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.

    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

    Some pages in Alma have labels as reusable identifiers that can be attached to tasks as required. For an example of how labels are used see Labels.

    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 (More Actions button.png) 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 (More Actions button.png). 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).

    You can customize the More actions menu by changing the order in which the row actions appear in it and by hiding row actions you do not use. The order in which the row actions are listed also determines which action will be the Main action, with a button of its own. 

    To customize the More actions menu:
    1. Above the task list, select Customize (Settings icon.png). The customization menu opens.
    2. Under User customization, select Actions customization. The Action Customization pane opens on top of the task list.

      The first item in the list is the Main action. It is this action that appears as a separate button beside the More actions button, when the action is available for the task. (If it is not, the next action in the list that is available for the task serves as the Main action.)
      Action Customization pane.png
      Action Customization pane for resource-sharing Borrowing Requests task list
    3. To move row actions within the More actions menu, drag their Move (Can Move icon.png) icons up or down. 
    4. To hide an action entirely, drag it to the Hide actions area at the bottom of the pane.
    5. When you have finished customizing the row actions list, at the top of the panel, select Apply. The changes are implemented.
    • When any of the customization settings are customized, a dot appears on the Customize sections icon - Customize On icon.png.
    • To revert to the default settings, select Reset to default.

    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 those that are opened on 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 (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.

    To open the Details pane in Split view:
    • 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 open and marked.png
    Details pane showing information about the task selected in the task list
    1. Details pane
    2. Customize button
    3. Split screen button (on)
    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 by dragging the border between the two panes to the right or left. If you leave the page after you adjust the arrangement of the panes, the system saves the arrangement, and implements it the next time you open the same page.

    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:
    • Select Close (x - #6 in the illustration above).

    Turning the Split Screen Option On or Off

    You can turn the Split view option on or off. When it is turned on, selecting a task in the task list opens the Details pane alongside the task list, as described above. When it is turned off, selecting a task in the task list opens the Details pane in Full Page view, as described below.

    To turn Split view on or off:

    Select the Split screen button (#3 in the illustration above).

    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 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.
     
    Full Page view.png
    Full Page view (Details pane)
    1. Back to list
    2. Sections menu
    3. Return to split view
    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:
    • Select Return to split view (Return to split view 1.png).

    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. Sections menu

    2. Main action

    3. More actions button

    4. Navigation arrows

    5. Label (see Managing Labels)

    6. Notes section

    7 & 8. Editable sections

    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.

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

    In smaller screens, the Sections menu is automatically collapsed, and when you expand it, it overlaps the rest of the Details pane.

    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 (Sections menu link icon.png). 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.png
    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

    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 (Edit button in task.png) appears in the record list, and another Edit button (Edit button + label in Details pane.png) 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 addition, in order to enter Edit mode, it may be necessary for the task to be assigned to you.

    To enter Edit mode, when required:

    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. 

    To edit an editable field in the Details 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 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.

    For information about active and inactive notes in Resource Sharing record lists, see The Alma User Interface.

    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 (Notes Mode Menu.png). 

    Notes - Note Mode 1 ed.png   Notes - List Mode.png

    Notes in Notes layout mode (left) and List layout mode (right)
     
    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.

      Add Note - Details Pane.png
    4. Do one of the following:
      • In Notes layout, select any spot outside of the note.
      • In List layout, in the note, select Save.
      The note is saved and attached to the item.
    To edit a note:
    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.
    To delete a note:

    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 (Remove button.png) appears in the upper-right corner of the note. 
    2. Select the Remove button (Remove button.png).
    3. Confirm the deletion. The note is deleted.
    To sort the notes (List layout mode only):
    • At the top of the notes, under Sort by, select the option by which to sort the notes. The list is sorted.
    To switch the sort order between ascending and descending:
    • Select the Sort icon (Sort down.png).
    To search the notes for a string of text (List layout mode only):
    1. At the top of the notes, select the Search icon (Search icon.png). The search options and search text fields open.
       
      Notes - Details pane - Search.png
    2. Select the search option, and enter the text to search for in the notes.
    3. Select the Search icon (Search icon.png). 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 (More Actions button.png) 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.

    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. You can set the default settings for your institution and/or your own personal settings.

    The top section cannot be moved or hidden.

    To customize the section display in the Details pane:
    1. Above the task list, select Customize (Settings icon.png). The customization menu opens.
      Customization Menu.png
    2. To customize your own display, under User customization, select Details sections customization.
      To set the default settings for your institution, under Institution customization, select Details sections customization.
      The appropriate Sections Customization pane opens on top of the Details pane.
      Section customization pane
      Section Customization pane for resource-sharing Borrowing Requests task list (institution-level settings)
    3. Under Display sections, drag the sections up or down to change the order in which they appear in the Details pane.
    4. To hide a section entirely, drag it to the Hide sections area.
    5. When you have finished customizing the section display, at the top of the panel, select Apply. The changes are implemented.
    • When any of the customization settings are customized, a dot appears on the Customize sections icon - Customize On icon.png.
    • To revert to the default settings, select Reset to default.

    Sliding Panel

    When you select certain options in the New Layout record 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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