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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.

    For full details on the Alma user interface see The Alma User Interface.

    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.

    For customizing facets see Customizing the Display of Facets.

    To expand the Facets bar:

    • Select the Facets bar on the left to expand it.

    The Facets bar to the right of the main menu.

    When many facets appear in the Facets panel, it may be difficult to scroll through the list in order to locate the facet you require. You can filter the facets to locate the facet you need.

    Facet sections are sorted alphabetically which enables organizing the information more efficiently. Individual Facet sections can be customized to be displayed in any order suitable for users. For more information on customizing Facets, see Customizing the Display of Facets.

    To filter the facet list:
    • At the top of the list of facets, in the Find specific facet field, type a sequence of characters that appears in the name of the facet you are looking for. As you type, the list of facets is filtered so that only those containing the sequence you type are displayed.

    The Find specific facet field with no value entered.          The Find specific facet field with "ven" entered.

     
    To add facet values to the task list:
    • In the Facet panel, select the value/s you want to include in the task list. They are 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.

    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). 

    When selecting a value for a facet and then Apply, that value is displayed above the facets list in the Refine by section.

    The Workflow Step value selected in the facet and displayed in the Refine by area.

    To exclude facet selections:
    • Select the Exclude icon to the right of the facet value and then Apply, in order to exclude it.

      The Exclude checkbox selected for the Locate failed facet value.
     
    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.
    To close the facet selections:
    • Select the arrows at the bottom of the facets area to close the facets section.

    The left pointing close facet area arrows.

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

    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).

    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.

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

    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

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

    Managing Labels in Alma

    Managing Labels Through the Actions Menu

    On some pages in Alma, you can use labels as 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, below.

    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. 

      Man Label - select Labels.

      Save (Save button.png) and Cancel (Cancel button.png) buttons are added below the field.

    5. Do one of the following:

      • Begin typing the text of the label. A list of existing labels that contain the sequence of characters you enter is displayed. If the exact sequence you type is not the full name of a label that already exists, a new label, containing just the sequence you type is also added to the list (as a suggestion - it is not saved at this point).

      • Select the field a second time. A list of all the existing labels is displayed.

    6. Select the labels you want to add to the task.

    7. Select Save, and then 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.

    8. 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.

      If, after you remove a label from one or more tasks, the label is no longer attached to any tasks, the label is deleted from the list of saved labels.

    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, above.

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

    Rush label.
    "Climate Exhibit" label in the Details pane
    To add labels to a task:
    1. In the Details pane, in the top section, select the label area. The label area becomes editable, and a text field in which you can enter the name of a new label opens.

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

    2. Select the label area again to open a list of already-defined labels below the field (if labels already exist).

    3. Do one of the following:

      • To attach an existing label, select it from the list. You can select multiple labels.

      • To create a new label, type its text.

    4. Click outside the label area, and then select the Save button (Check button.png). The selected labels are attached to the task.

    5. 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 (Check button.png). 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 (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). 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.

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

    Exporting to Excel

    You can export a maximum of 100,000 lines 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 to Excel:
    • Select Export. Note that on some pages you can choose to export the current view.

    Excel export.

    • 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 (see Working in the 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.

    For customizing the display of fields and columns see Customizing the Display of Records.

    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.
    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 List view icon.png and switch to split screen view Split screen view icon.png.
    4. Drag to resize
    5. Open full page view
    6. Close Details pane

    Resizing the Panes

    You can change the proportions of the task list and the Details pane 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).

    Table View

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

    Table view icon.png

    Table 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. 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.

    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.

    Customizing the Display in Alma

    Accessing the Customization Menu

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

    Gear icon.

    Customization Menu.

    For some pages you will see an option to customize the display at the institution level.

    Institution customization.png 

    When any of the customization settings are customized, a dot appears on the Customize sections icon - Customize On icon.png..

    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 (Can Move icon.png) icon.

    Sections customization.

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

    Displayed sections .

    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 (Can Move icon.png) icon.

    Action Customization pane.

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

    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.). 

    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 (Can Move icon.png) icon. 

    The Records Customization page.

    Select Apply to implement the changes or Reset to default to restore the defaults. The display of PO lines is updated per the customization. 

    The PO Lines list display with the three main columns highlighted.

    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 (Can Move icon.png) icon.

    Table Columns to Display.

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

    Display of tables customization.

    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 (Can Move icon.png) icon.

    Facets customization.

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

    Displayed facets.

    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.

    Responsive Video.

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