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    Managing Citations

    Translatable
    To manage citations, you must have one of the following roles:
    • Course Reserves Operator/Manager
    • Course Reserves Viewer (read-only access)
    • Fulfillment Services Operator/Manager
    Citations refer to items that students must view or read for a course. Citations appear in reading lists; a course may have multiple reading lists.
    Citations can be websites, uploaded documents, or, books or articles in either electronic or physical format. Book or article citations must supply sufficient detail to uniquely identify the item. This includes author(s), date of publication, title, and page numbers. You can also use unique identifiers such as the International Standard Book Number (ISBN), a URL for a website, or specific volumes, articles, or other identifiable parts of a periodical.
    • Since book chapters, journal articles, and conference papers are parts of larger documents, their titles may be different than the title of the entire document. Similarly, the authors may be different from the author or editor of the entire document. Their citations include details regarding the sources in which they appear.
    • Citations that are linked to active courses are published to Primo with course information included. The following can be retrieved by a Primo search: course IDs, course names, and instructor names. Note that for this information to be published to Primo, Course information enrichment must be selected in the Primo publishing profile.
    • Adding or editing a citation may automatically trigger a purchase request (create a PO line); see Configuring Automatic Purchasing Requests from Citations.
    • For information about Ex Libris' reading list/citation management system, see the Leganto Administration Overview.
      • Citations added using the Alma UI or the Alma Web service API are added to the default section of a reading list (sections are relevant only in Leganto).
      • Citations of type Note (citations whose material type is set to Note) are added by instructors in Leganto. They are used to provide information to the students who are viewing the reading list and do not need to be fulfilled by the library staff.
    Citations can be linked to repository/inventory items or not. Titles not linked to the repository are typically articles or videos on external websites or faculty resources that are not part of the institution’s inventory.
    You manage reading list citations from multiple reading lists on the Edit Citations page (Fulfillment > Course Reserves > Citations), or from a single reading list on the Citations tab of the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; select the reading list or select Work on from the row actions list). Note that citations from archived reading lists do not appear on this page.
    You can also access the Edit Citations page by searching for citations; see Searching in Alma.
    You can also access the Edit Citations page with any of the citation tasks in the tasks list (see Tasks in the Task List). When accessed using the task list, one or more of the tabs and/or filters is pre-selected, according to the task you selected.
    edit_citations_with_highlights_ux.png
    Edit Citations Page

    When editing citations, you can select the link following Reading List to access the Edit Reading List page. For more information about editing your reading list, see Editing Reading Lists.

    The Reading List.
    Link to Edit Reading List Page
    edit_reading_list_with_highlights_ux.png
    Edit Reading List Page
    On the Edit Citations page, the citations appear as a record list, with the most recently created citations appearing first. If you are using Leganto, you can select a sorting option using the Sort by filter. On the Edit Reading List page, citations appear in the order specified in the parameter reading_list_citation_order. For more information, see Configuring Other Settings. Actions are available in several groups.
    Alerts, inventory information, and additional citation information appear in tabs beneath each citation; these tabs are initially collapsed. Select a tab to expand or collapse the information. If you want all physical, electronic, or other inventory information to appear expanded by default for all reading lists, select the relevant option for Expand. You must re-select this every time you log in to Alma. To view physical items and holdings, select Items in the row actions list.
    Notes left by users are shown in Details located in the Alerts tab of a citation's brief information as Last comment.

    The following figure shows the notes shown in the Details section of the Alma Citation Brief in Alma.

    Notes Shown in Details in Alma Citation Brief Information.png

    Notes Shown in Details in Alma Citation Brief Information

    The following figure shows the notes shown in the Library discussion in Leganto.

    library discussion note.

    Notes Shown in Details in Alma Citation Brief Information in Leganto
    For more information about record lists, and for information about how to configure the arrangement of the fields and citation actions, see Record Lists.
    The citation tabs in each row are:
    • Physical, Electronic, Digital - See Viewing Inventory/Other Details. The physical tab includes the physical resource's call number (shelf number).
    • Other - Other methods of viewing the citation source material, which include (where relevant) OpenURL link resolver link, link to the uploaded file, or the original source or URL of the citation. A green dot appears in the tab if there is at least one method.
    • Citation Details - Additional citation details, some of which may have originated from the repository item to which the citation is linked. See Viewing information about a citation.
    • Alerts - Any alerts related to this citation. The number of alerts appears in the tab header. Select Delete to delete an alert, when available.
    • More Info - Additional information, including repository item title, related records, orders related to this item, requests or work orders related to this item, and a link to the courses in which this item is in demand as a citation. See Viewing information about a citation.
      (Leganto only) This tab does not yet support reading lists associated with multiple courses. If the citation is associated with a reading list that is associated with multiple courses, the value for the Courses field may be incorrect.
    Actions to perform on this page:
    After making any changes on the Edit Reading List page, select Save to save the changes and return to the Reading Lists Tasks List page. You do not have to save after making changes on the Edit Citations page.
    The following list presents the tasks associated with managing citations, and where to find more information.
    Managing Citations Tasks
    Action Procedure
    Adding a citation See Adding Citations to a Reading List.
    Viewing information about a citation
    • Brief citation information appears in the list of citations. To view additional information about a citation, select one of the tabs beneath the citation. In addition to self-explanatory information, the information includes.
    • To view a citation’s items or portfolios, select the Items or Portfolio List citation action. The List of Items or Portfolios List page appears. For more information about the List of Items page, see Working with the List of Items. For more information about the Portfolios List page, see Working with the Portfolio List.
    • (Leganto only) To view the original source of a citation, select the URL in the Other tab. This URL appears if Source is defined for the citation.
      • For citations added using Cite It, this is the original URL of the citation.
      • For citations added from Primo Central records, this is the uResolver link provided from Primo Central (the uResolver URL that is used for availability). To debug this link, see the knowledge article Debugging Citation uResolver Links.
      • For all other citations, the source field is not defined.
    • To view the uploaded file of a citation, select the file name in the Other tab. This link appears only if an uploaded file exists.
    • To view the OpenURL link resolver results of an article or a digital object, select the link in the Other tab. For an article, this link appears if the link resolver found at least one matched resource. For a digital object, this link appears if there is an associated digital object. If you are using Leganto, you can turn off link resolving for all article citations using a customer parameter; see Adding Citations to a Reading List.
    • (Note: The following procedure is temporarily disabled) For CLA-enabled institutions in the UK, to view a popup with copyright information about the citation retrieved from the CLA, select the Check CLA Permissions citation action. A popup with the information appears. Select the type of work you intend to perform in the drop-down at the top of the popup.
      To enable CLA, set copyright_region to UK, see Configuring Other Settings.
    Editing a citation You can edit a citation, for example, to improve its metadata.
    To edit a citation, select the Edit citation action. The Edit Reading List Citation page appears. Modify the information in the Citation tab and other tabs as required and select Save. For information on the fields in the Citation tab, see Adding Citations to a Reading List. If you selected Copyright Auditing Required and would like to navigate immediately to the Approval Requests List, select Save and manage approval, instead.
    If you edit any of the active fields listed in the Match by Fields table (see Configuring Citation Matching Criteria), you are prompted to perform a new resource locate. If the citation was previously located, and the new locate process does not find a match, the citation is detached from the repository. If your institution is implementing Leganto, see Configuring Repository Locate Workflow for information about configuring this workflow. If the citation is detached from the repository, citation_detached_from_repository is triggered; see Configuring Default Statuses for Citations/Reading Lists)
    Add, edit, or delete notes in the Notes tab. For more information about this tab, see Notes Tab. Select an option in the Update Notes table action to mark notes as unread (Activate Notes) or read (Dismiss Notes). When you add a library note type, only other librarians can see the note. When you add an instructor type note, also instructors can see the note, in Leganto (Leganto users only). You cannot change the note type after creating the note.
    Adding and Removing citation tags

    Public tags appear when a patron views the citation in Leganto (Leganto customers only). Instructor-Library tags are viewable by librarians, and, in Leganto, by instructors creating the reading list. Library-Internal tags are visible only by librarians in Alma or Leganto. Some tags are added by Leganto or Alma, are visible by librarians (and instructors in Leganto), but cannot be added, edited, or removed. They are typically the result of a Leganto or Alma feature, for example, an integration with a regional copyright agency.

    It is also possible to have unmapped tags, which are tags created by the customer but not mapped to a specific tag type. Unmapped tags can be added via the Leganto Questions feature and can be manually removed using the Tags tab in Alma but cannot be manually added in either Alma or Leganto.

    To add or edit citation tags, select the Tags tab while editing a citation, add or delete tags as required, select Save, and select Go. You can filter using these tags on the Edit Reading List page. To configure the available citation tags and their type, see Configuring Citation and Section Tags.

    • Tags that are not mapped to a specific tag type can be added to citations using the Questions feature but cannot be added manually.
    • System tags, such as DCS, Bolk, or Q&A tags are added automatically and cannot be removed.
    • Before permanently deleting a tag from the Tags table, first remove the tag from all citations using this job.

    edit_reading_list_citation_tags_tab

    Tags Tab

    After adding tags, they are visible in the list of citations on the Edit Reading List page. You can filter citations by tags.

    citation_with_tags_highlighted_ux.png

    Edit Reading List Page
    Managing a citation's attachment to an inventory item See Managing a Citation's Attachment to an Inventory Item.
    Managing a citation’s fulfillment options See Managing Citation Fulfillment Options.
    To see alternate edition suggestions for citations, run the Citation Alternate Suggestions job.
    Attaching citation attributes to a citation See Attaching Citation Attributes to Citations. Also see Editing a citation above for adding tags to a citation.
    Printing slips for citations See Printing Slips for Citations or Generating a Citation Print Slip Report.
    Changing a citation’s status Changing a citation status does not change the reading list status, and vice versa. A citation status is also different from the citation resource locate status.
    To change citation statuses, select the citations, select the status from the drop-down to the left of the Change Status top action, and select Change Status.
    Alternately, to set a single citation’s status to complete, select the Set Complete citation action.
    Alma comes with predefined statuses that cannot be changed. For information on configuring additional citation statuses, see Configuring Reading List Citation Statuses. For the default list of citation statuses, see Reading List and Citation Statuses in the Leganto Administration Guide.
    Changing a citation’s copyright status See Managing a Citation's Copyright Status.
    Changing the representations that appear for a digital citation in Leganto (Leganto only) See Managing a Citation's Digital Representations.
    Creating requests for citations
    You can place institution requests on one or more citations to move the items (permanently or temporarily) or to digitize them. You might place a bulk move request if, for example, the reading list's due-back date changes. To create a bulk request, select the citations and select the Place Request top action. The Create Request page appears (see Create Request Page). Select a request type, fill in the remaining fields (as described in Creating a Request), and select Submit.
    The requests are:
    • Library physical digitization request - Only one open digitization request can exist for a citation. For information about digitization see Digitization Processing.
    • Move permanently
    • Move temporarily
    When enabled for your institution by Ex Libris, you can create a purchase request directly from a citation. To create a purchase request for a citation, select the Purchase Request citation action. For more information see Purchase Requests.
    Libraries can configure what happens when a purchase request is relinked to a new MMS ID. When a purchase request is linked to a citation, and the purchase request is then relinked to a different MMS ID, when the parameter purchase_request_relink_citation (Configuration > Fulfillment > General > Other Settings) is set to true (default), the citation is linked to the new MMS ID. When the parameter is set to false, the citation remains linked to the original MMS ID.

    If the original MMS ID had an associated copyright record, the copyright is cancelled and not applied to the newly linked MMS ID, and an alert is added indicating that the copyright was cancelled.

    When enabled for your institution by Ex Libris, you can create a resource sharing borrowing request directly from a citation. To create a resource sharing borrowing request for a citation: select the Resource Sharing Request citation action. The Resource Sharing Borrowing Request form appears. For more information see Creating a Borrowing Request. The form is prefilled with the citation information, as well as the parameter values of parameters starting with citation_rs_default_; see Other Settings.
    Removing alerts from citations

    If the inventory items are geographically far and/or you have no access to the shelves on which they are located, use the fulfillment options to place and then view requests. (See Managing Citation Fulfillment Options.)

    For each step in the citation request workflow, an alert is generated – for example, Citation Digitization Request In Process, Citation Digitization Request Completed. You can use the Alerts filter to monitor the status of physical items that you have requested to move to reserved areas or material that you have requested in digital format. For example, you can use the Alerts filter to view only those citations whose request processing has been completed (to mark their status as Complete). An alert also appears if an instructor added a library note to the citation or marked a resource link as broken in Leganto.

    The possible alerts are:

    • Citation Resource Sharing Request Created
    • Citation Resource Sharing Request Received
    • Citation Resource Sharing Request Rejected
    • Citation Resource Sharing Request Sent
    • Citation Purchase Request Approved
    • Citation Purchase Request Rejected
    • Citation Purchase Request Submitted
    • Citation Move Request In Process
    • Citation Move Request Cancelled
    • Citation Move Request Completed
    • Citation Digitization Request In Process
    • Citation Digitization Request Cancelled
    • Citation Digitization Request Completed
    • Citation has a New Note
    • Citation Link Reported as Broken (Leganto only; see Enabling Broken Link Reporting)

      The citation's Alert Tab Reporter field is automatically anonymised after six months.

    • DCS extract creation failure - When DCS returns a failure. See Attaching a Citation to the CLA Digital Content Store (UK Only).
    • List has a New Note (appears only in the facet on the Reading List Tasks List page)

    To remove alerts from citations, select the citations, select the Remove Alerts top action, select the alert type (or All), select Remove Alerts, and select Confirm in the confirmation dialog box.

    If you are implementing Leganto, the alerts List was published/unpublished are special, non-workflow alerts that appear only in a facet on the Reading List Tasks List page when an instructor publishes/unpublishes the reading list in Leganto.
    Removing citations Select the citations and select the Remove Citations top action. Select Confirm in the confirmation dialog box.
    Alternately, select the Remove citation action.

    Adding Citations to a Reading List

    Add a citation using one of the three workflows or by duplicating an existing citation and editing the copy.
    You can also create a citation by scanning an item and selecting the appropriate reading list in the Change Item Information tab. The item is added as a citation to the selected reading list. For details on the Change Item Information tab, see Changing Item Information.

    Adding a Citation Already in the Repository

    To add a citation already in the repository:
    1. On the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; select the reading list) in the Citations tab, select the Add Repository Citation action. The Repository Search page appears.
      repository_search_ux.png
      Repository Search Page
    2. Search for a title; see Searching in Alma.
    3. Select one or more titles to add and select Select. The items are added as citations.
    To add copyright clearance information or to configure other citation information (see To add a citation that is not in the repository (without adding it to the repository), you must edit the citation after adding it. See Editing a Citation.

    Adding a Citation Not in the Repository Without Adding it to the Repository

    Non-repository citations allow you to represent items that are not part of the library's resources and therefore are listed only in Course Reserves. For more information, see Non-Repository Citations.

    Since non-repository citations are not published, they will not appear in Primo and Primo VE.

    To add a citation that is not in the repository (without adding it to the repository):
    1. On the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; select the reading list) in the Citations tab, select the Add Non-Repository Citation action. A dialog box to select the citation type appears.
    2. Select the type of citation (book or article) and select Choose. The Edit Reading List Citation page (for non-repository citations) appears, containing the fields for the selected citation type (see the following images).
      add_non_repository_citation_top_book_ux.png
      Edit Reading List Citation Page (for non-repository citations) for a Book
      add_non_repository_citation_top_article_ux.png
      Edit Reading List Citation Page (for non-repository citations) for an Article
      edit_reading_list_citation_citation_tab_bottom_ux.png
      Edit Reading List Citation Page (for non-repository citations) – Bottom of Page (Book or Article)
    3. In the Resource Information area, enter the necessary information in the fields. A description of the fields appears in the Resource Information Fields table in Adding a New Book or Journal Article.
      A citation's call number refers to the Library of Congress call number (field 050), which is not necessarily the call number associated with the citations associated physical resource, which is its shelf number.
    4. If you are using Leganto, then in the Additional Resource Information area, you can manually add additional sources for the citation (in addition to the source in the Resource Information area). These links appear in the Links & Availability section when viewing a citation in Leganto.
    5. In the File Upload area, select a file for the citation, if relevant. For example, an image for a digital citation or a PDF for a document. You can only upload one file. A progress bar appears while the file is uploading. To view the uploaded file, select the file name (if you are editing this page at a later time, select Download File in the row actions menu). To delete the file, select Delete in the row actions menu (if you are editing this page at a later time, select Delete in the row actions menu). The label field currently has no effect
      add_non_repository_citation_file_upload_ux.png
      Uploaded File
      • When a file is uploaded to a citation whose status is Complete, if the copyright clearance is not self-declared, Creative Commons, or otherwise already approved, the citation's status is reset to Being Prepared.
      • The file may be of any type. There is no file size limit for librarians. (For the instructor file size limit in Leganto, see Configuring File Upload in Leganto.)
    6. In the Copyright Attributes tab (edit only):
    7. In the Citation Parameters area, optionally select:
    8. Select Save or Save and Manage Approval and select Go. The new citation appears on the Edit Reading List page.
      Alma checks if a single inventory item matches the citation and if so the citation is automatically linked to that inventory item. You can select Detach from Repository to remove this attachment. See Managing a Citation's Attachment to an Inventory Item. You can turn this feature off using the reading_list_auto_locate_citation_upon_creation customer parameter; see Configuring Other Settings.
      If you select Save and Manage Approval, the Approval Requests List appears. For more information, see Approving/Rejecting a Request for Digitization.
      If you are editing the citation, you can also select Save and Activate Notes. See Editing a Citation.
    9. Optionally select the Resource locate citation action on the Edit Reading List page to locate a resource for the new citation. For more information, see Managing Citation Fulfillment Options.

    Adding a Citation Not in the Repository While Adding it to the Repository

    To add a citation that is not in the repository and also add it to the repository:
    1. On the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; select the reading list) in the Citations tab, select the Add Brief citation action.
    2. In the dialog box that appears, select the type of citation you want to create—physical book/article or electronic book/article—and select Choose. The Quick Cataloging page appears.
      add_brief_citation_ux.png
      Quick Cataloging Page – For Physical Book
    3. Configure resource and item information (for information on the fields, see Adding a New Book or Journal Article). In the Citation Parameters area, optionally select the Copyright Status (for more information, see Changing a citation’s copyright status in the above table) and Material Type from the available options.
    4. Select Save. New inventory is created, and the new citation appears in the Citations tab of the Edit Reading List page.
    To add copyright clearance information or to configure other citation information (see To add a citation that is not in the repository (without adding it to the repository), you must edit the citation after adding it. See Editing a Citation.
    The course_restricted_bib_data_will_be_deleted parameter (see Configuring Other Settings) determines whether the published course data created in this process is deleted (true) or suppressed (false, by default) from Primo when the course becomes inactive.
    All brief bibliographic records created by the Quick Cataloging form have LDR and 008 fields "determined by" if they are physical or electronic.
    1. All physical materials are cataloged as books.
    2. All electronic materials are cataloged as continuing resources.
    If you have enabled the RFID integration profile (see RFID Support), you can select Write to RFID and Save to save the new inventory to RFID.

    Contributing Instructor Resources to a Reading List

    Alma permits instructors to lend their personal copies of items to the library for circulation. This enables the library to catalog instructor-owned copies, track which instructor owns the item, and reuse previous items easily in subsequent terms.

    When enabled, library staff can indicate that an item is a personal copy when creating a Brief Citation (Add Citation > Add Brief) and enter the instructor’s name. Alma will store information about all instructor-owned copies using dedicated personal copy locations. Locations in the library are automatically created when the instructors' copies are cataloged, with one location per instructor. All items deposited by the instructor will be created in that same location.

    instructor_name_for_personal_copy.PNG

    Instructor's Name for Personal Copy

    Personal copy locations indicate that the items are owned by the instructor, and also enable the library to track items that are not physically in the library at that time, but rather, in the instructor’s possession. All personal copy locations and the items in them are suppressed. When the instructor lends the item to the library, the item can be moved to a temporary location representing a non-personal copy location in the library, where it will circulate according to standard fulfillment rules. For example, library staff may move the item to the temporary location of “Course Reserves” with a due back date of the end of the term. The item will temporarily circulate as part of the library collection, but with the instructor’s name stored as the permanent location, indicating the person to which the item should be returned at the end of the term.

    The option to copy moved to desired location.

    Copy Moved to Desired Location

    When the item is moved back to its permanent location, which is the personal copy location, it is automatically suppressed. The item can then be returned to the instructor, but the record does not need to be deleted and can be easily re-used in subsequent terms by following the workflow above.

    To enable this feature, configure the following parameters:

    Personal copy library: To enable the personal_copy_library parameter (Fulfillment > General > Other Settings) you must enter a library code as the parameter value, such as MAIN. This code corresponds to the library where the personal copy locations will be created.

    Personal copy fulfillment unit: To enable the personal_copy_fu parameter, you must enter a fulfillment unit code as the parameter value. Fulfillment terms for items in the instructor-owned locations are determined by the rules set in this Fulfillment Unit. Keep in mind that the intended workflow is that items in an instructor location are not currently part of the library collection and are physically stored with the instructor.

    To contribute instructor resources to a reading list:
    1. Open the Reading Lists Task List page (Fulfillment > Course Reserves > Reading Lists).

    2. Select a citation code.

    3. Select Add Citation and select Add Brief.

    4. Select Physical Book and select Choose.

    5. Specify all necessary fields for the item (such as Title). For more information, see Managing Physical Resources.

    6. In the Item Information section, specify the following fields:

      • Personal copy – Select this field to enable the Personal copy of field.

      • Personal copy of  – Specify the instructor's name, which will be used for the item's location.

    7. Select Save. The book item is created and displayed in the Physical tab.

    8. Continue with the fulfillment process.

    Adding a Citation by Duplicating an Existing Citation

    To add a citation by duplicating an existing citation:
    On the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; select the reading list) in the Citations tab, select the Duplicate citation action. The Edit Reading List Citation page appears. Modify the parameters as needed and save the new citation. See the above procedures for details.
    If you are using Leganto, you can add a citation that is an alternative format or edition of an existing citation. See Configuring the Display of Other Formats and Editions of Citations.

    Managing a Citation's Attachment to an Inventory Item

    When you create a citation, you can create it attached to an already existing physical inventory item, or you can create the inventory item at the same time and have the citation attached to the new inventory item.
    Alternately, you can create a citation without an attachment to an inventory item. When you create a citation without any attachment to an inventory item, Alma tries to locate a matching inventory item. If a single item is discovered, Alma automatically attaches the citation to the inventory item. For more information, see Configuring Citation Matching Criteria. You can turn this feature off using the reading_list_auto_locate_citation_upon_creation customer parameter; see Configuring Other Settings.
    You can configure Leganto to locate citations based on any or all the fields indicated in the Locate Citations By Fields mapping table (Fulfillment Configuration > Courses > Locate Citation By Fields), using the new resource_locate_mode field in the Other Settings table (Fulfillment Configuration > General > Other Settings).
    • If you set the value of the resource_locate_mode field to "OR", then Leganto locates citations based on any of the fields in the Locate Citations By Fields mapping table.
    • If you set the value of the resource_locate_mode field to "AND", then Leganto locates citations based on all the fields in the Locate Citations By Fields mapping table.
    You can also configure Leganto to locate citations based on specific material types, by entering the codes for the material types into the new resource_locate_by_type field in the Other Settings table (Fulfillment Configuration > General > Other Settings), separated by commas. For more information, see Configuring Other Settings.
    When attaching a citation to an inventory item, Alma adds missing information to the citation; for more information, see Repository Fields Used to Overwrite Citation Fields in the Leganto Administration Guide. You can change how the mapping works; see Mapping Bibliographic Record Fields to Citation Fields.
    • If the article is in a journal held by the library, in order for the article information to appear in Primo, the information must be in the inventory record attached to the citation (the MMS record); the citation information is not published to Primo.
    • (Leganto only) Alma may be configured to overwrite citation information added from Cite It! See Configuring Repository Locate Workflow.
    • Note that the process of attaching a citation to a physical item in the inventory has nothing to do with OpenURL link resolving for an electronic article, which is about finding links to external instances of the article. However, although attaching a citation to inventory is for physical items only, a citation's locate status also reflects whether the OpenURL link resolver can locate an electronic article for the citation. A citation is located if Alma finds a physical and/or electronic resource for the citation. The bulk location job described in Process and Enrich Citations in Bulk also checks the link resolver for this purpose.
    • This job also validates URL citations by attempting to access the URLs and checking for valid HTTP responses.
    To remove this attachment, select the Detach from Repository citation action. After performing this action, the citation is not connected to any inventory.
    If you have detached the citation from an inventory item, or the inventory could not be located automatically, you can try to attach the citation to an inventory item manually. To do this for one citation, see below. To do this in bulk, see Process and Enrich Citations in Bulk.
    A citation's resource locate status indicates the status of this process. The possible resource locate statuses are:
    • Information Incomplete - Not enough information was entered to perform a resource locate.
    • Locate Failed - A locate was attempted but failed to complete for some reason.
    • Locate Not Run - A locate was not attempted.
    • Multiple Resources Located - A locate was attempted and multiple resources were found.
    • No Resource Located - A locate was attempted but no resource was found.
    • Not Complete - A locate attempt is in process.
    • Resource Located - A locate was attempted and a single resource was found.
    If for some reason you want to set the resource locate status manually, you can do so when adding or editing the citation on the Edit Reading List Citation page; see Adding Citations to a Reading List.
    To locate a resource manually:
    On the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; select the reading list) in the Citations tab, select the Resource Locate citation action. Alma attempts to locate inventory that matches the citation and if a single inventory match (in any format) is found, Alma attaches it automatically.
    If Alma could find no matches, Alma displays a page allowing you to edit the search criteria. If Alma finds multiple matches, Alma displays a screen enabling you to select one of the matches and/or edit your search criteria. For more information, see Searching in Alma.
    repository_search_multiple_matches_ux.png
    Resource Locate - No Matches

    Managing Citation Fulfillment Options

    To check how the citation can be made available to students, on the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; select the reading list) in the Citations tab, select the Manage Fulfillment Options citation action.
    • If the inventory items are geographically far and/or you have no access to the shelves on which they are located, use the fulfillment options to place and then view requests. (see below.)
      In this case, for each step in the citation request workflow, an alert is generated — for example, Citation Digitization Request In Process, Citation Digitization Request Completed. You can use the Alerts filter to monitor the status of physical items that you have requested to move to reserved areas or material that you have requested in digital format.
    • If the inventory items are geographically nearby and/or you have access to them, you can fetch the items from the shelves by selecting the Print slip citation action to print a slip for the specific citation. Use the Change Item Information tab to temporarily change the item location, as described in Changing Item Information.
    • If the item is not in your library's inventory, or if you would like the library to purchase additional copies, consider making a purchase request by selecting the Purchase Request citation action. For more information, see Purchase Requests.
    To manage fulfillment options for a resource:
    On the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; select the reading list) in the Citations tab, select the Manage Fulfillment Options citation action. The Manage Resource Options page appears with the Resource Options tab pre-selected.
    The link is available only if a resource was specified.
    manage_resource_options_ux.png
    Manage Resource Options Page
    The summary header includes information about the resource, including title, author, ISBN/ISSN, and so forth, as well as any alerts on the citation. The following fields appear on this page:
    Manage Resource Options Page Fields
    Field Description
    Course Information Tab – Course Information
    Course Code  
    Section The course section
    Course Name  
    Number of Participants The number of participants in this course
    Reading List Name  
    Campus  
    Demand for X courses with overall Y participants The number of participants in all courses in which this citation appears
    Course Information Tab – This Record in Other Lists – Information about the bibliographic record of the citation as it appears in other reading lists. See actions for this area below.
    Course Code Course code of the other reading list
    Course Name  
    Section Id The course section
    Academic Department  
    Processing Department  
    Instructor The reading list owner, or Multiple if there are multiple owners.
    Start Date The start date for this course
    End Date The end date for this course
    Number of Participants The number of participants in this course
    Reading List Name  
    Reading List Status  
    Section Name The reading list section name
    Citation Status  
    Resource Options Tab – Electronic Services – Electronic fulfillment information for the citation
    Resource Options Tab – Digital Services – Digital fulfillment information for the citation
    Resource Options Tab – Physical Services – Physical fulfillment information for this citation. See actions for this area below.
    Resource Options Tab – Requests existing – Requests for the bibliographic record associated with this citation. Some requests are specific to a reading list. Select the reading list from Filter Requests By Records in Other Lists filter to view only requests for that reading list. For more information about the fields and actions in this section, see Managing Requests and Work Orders.

    The following actions are available for physical services:

    • View the items – Select View items in the row actions list. The List of Items page appears; see Working with the List of Items.
    • Create a request – Select Request in the row actions list or select Place Request in the top actions list. The Create Request page appears (see Creating a Request). Select a request type (as described in Creating a Request) and select Submit.
    • Update the item’s due back date so that it matches the due back date of the reading list (when the reading list’s due back date is later than that of the item) – Select Update move expiry in the row actions list, or select Update Move Expiry in the top actions list. You can also manually update a citation's due back date when adding or editing a citation; see Adding Citations to a Reading List.

    If any requests are active for the resource, including any initiated by an instructor in Leganto, they appear in the Requests area. While a work order operator can approve or reject requests on the Approval Requests List page (see Approving/Rejecting a Request for Digitization), you can edit or cancel the request in this area. This area presents a record list; for more information about these lists, see Record Lists.

    The actions available for each request are:

    • Cancel – Cancel the request. You are asked to confirm with the following options:
      • Cancellation reason – Select the reason for the cancellation.
      • Cancellation note – Add an optional note.
      • Notify user – If you do not select this, the cancellation note and reason is stored in Alma but not sent by email to the user. Select this to send a note to the user about the cancellation.
      • Keep citation's copyright information (if this was a DCS request, the field is Keep citation's DCS request) – Select this to preserve any copyright record/request/DCS request that was made simultaneous with the digitization request. Clear this to also remove the copyright record or request. For more information on DCS requests, see Attaching a Citation to the CLA Digital Content Store (UK Only).
    • Print Slip – Print the request to the default printer.
    • Edit – Edit the request. You cannot change the request type.
    • Update Expiry – Edit the request's expiration date.
    • Mark as Missing – Mark the item associated with the request as missing.
    • View Title in Search – Search in Alma for the resource title.
    • View Audit Trail – See history related to the resource on the Request Processing Audit Trail page.
    • Change to Electronic Digitization – Change the digitization of a physical item to digitization of an electronic item. Can be changed only when there is an electronic item in the inventory that can fulfill the request.
    • Change to Physical Digitization - Change the digitization of an electronic item to digitization of a physical item. Can be changed only when there is a physical item in the inventory that can fulfill the request.

    The following actions are available for citations that also appear in other reading lists:

    • View the other reading list – Select View in the row actions list. The other reading list appears.
    • Create a request for the other reading list – Select Place Request in the row actions list. The Create Request page appears (see Create Request Page). Select a request type (as described in Creating a Request) and select Submit.

    Managing a Citation's Digital Representations (Leganto Only)

    By default, all digital representations appear in Leganto for citations attached to digital resources. This is because the customer parameter display_digital_representations is set to true by default; see Configuring Digital Representation Display Options. When this parameter is set to false, no representations appear unless you configure them to appear. The citation action Manage Digital Representations appears on the Edit Reading List page for these types of citations. You must manually select which representations you want to appear in Leganto.
    To select which representations appear when representations do not appear by default:
    1. On the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; select the reading list) in the Citations tab, select the Manage Digital Representations citation action. The Digital Resource Editor page appears. For more information, see Editing Representation Metadata and Content. Each representation appears with a check box.
    2. Select the checkboxes for the representations that you would like to appear in Leganto and select Select. The selected representations appear in Leganto.

    Attaching a Citation to the CLA Digital Content Store (UK Only)

    If you are a UK customer (set copyright_region to UK, see Configuring Other Settings), and have implemented a Digital Content Store (DCS) integration profile (see Integrating with the UK's Digital Content Store (DCS)), you can manage the citation's attachment to a DCS item.
    To automatically attach a citation to the DCS store:
    1. On the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; select the reading list) in the Citations tab, select the Associate to DCS citation action.

      The associate to DCS action.

      Associate to DCS
      The DCS Search page appears with the matching item or a list of matching items.
      dcs_search_results.png
      DCS Search Results Page
    2. If required, use the secondary search to search for all or part of an author, title, DCS item ID (GUID), or identifier (ISBN / ISSN).
    3. The next step depends on whether you already have a digital copy of the material:

      The option to associate the extracted reference with a citaition.

      Option to Associate a citation with an extracted reference
      The citation is attached to the selected item and additional citation actions become available.
      DCS citation actions.
      Edit Reading List Page
      1. If you have a digital copy of the material but have not uploaded it to the DCS, select Copyright and complete a copyright request (see Automatically Managing a Citation's Copyright Status). The request goes through your institution's copyright rules (see Configuring Digitization and Copyright Rules), which may automatically send the request to the DCS.
      2. If you do not yet have a digital copy, but the citation has a valid MMS ID, select Digitization and place a digitization request (see Creating a Request). The request goes through your institution's digitization and copyright rules (see Configuring Digitization and Copyright Rules), which may automatically send the request to the DCS. After you have a digital copy, log in to the DCS, create or locate your request, and upload the digital copy.
      3. If a digital copy already exists in the DCS and is approved, find the required item and select Associate in the row actions list.
    4. The Alma citation is updated with a new DCS Status field displaying the current status of the request and an internal tag to indicate the status. The DCS status (and related tag) is updated automatically with new data from the DCS. It can be updated as frequently as every 6 hours, as configured in the DCS Synchronize job. Alternatively, you can select Update DCS Status to update the status of the request manually.

    The current DCS Status options are:

    • Request Received
    • Request in Progress
    • Under Review
    • Approved
    • Rejected
    • Archived
    • Deleted
    • Request Failed

    Once the file is added to the DCS, (see steps 3a and 3b above) the status is either automatically updated the next time the DCS Synchronize job runs, or when the staff operator selects the option to update manually.

    To view the citation in the DCS:
    When a DCS request is approved, you can view the digital copy from Alma.
    • From the Edit Reading List page (Fulfillment > Course Reserves > Reading List > select the reading list) Citations tab, select the View DCS citation action. The DCS website opens, displaying the attached item.
    To update the DCS citation status:
    • From the Edit Reading List page (Fulfillment > Course Reserves > Reading List > select the reading list) Citations tab,, select the Update DCS Status citation action. The DCS Status updates.
    To remove the citation's attachment to a DCS item or URL:
    When a DCS request is approved, you can remove the attachment to the DCS.
    • From the Edit Reading List page (Fulfillment > Course Reserves > Reading List > select the reading list) Citations tab,, select the Remove DCS citation action. The citation is no longer attached to the DCS item.

    Attaching Citation Attributes to Citations

    To attach citation attributes to citations:
    1. Edit the citation (see Editing a Citation). The Edit Reading List Citation page appears. Select the Citations Attributes tab.
    2. In the Citation Attributes section, select Add, select a citation attribute type and the citation attribute you want to map, and select Add Citation Attribute. The selected values appear in a table.
      citation_attributes_ux.png
      Reading List – Added Citation Attribute
    3. Select Save. The added citation attribute appears in the reading list information on the Edit Reading List page.

    Printing Slips for Citations or Generating a Citation Print Slip Report

    If inventory items are geographically nearby and/or you have access to them, you can fetch the items from the shelves by printing a slip for the citations. On the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; select the reading list) in the Citations tab:
    • Select the Print Slip citation action.
    • Select one or more citations and select the Print Slip top action. A print slip is generated for each citation.
    reading_list_citation_slip_letter.png
    Reading List Citation Print Slip
    For information about the print slip, see the Ful Citation Slip Letter in Configuring Alma Letters.
    You can also generate a print slip report that is sent to a printer or email address or can be downloaded to a local machine. The report is an Excel file that contains the citations and their information, including Title, Author, Location, Call Number, ISBN/ISSN, Edition, Imprint, Availability, Electronic Availability, and Digital Availability.
    To generate an Excel print slip report for citations:
    1. On the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; select the reading list) in the Citations tab, select the citations and select the Print Slip Report top action. The Print Slip Report dialog box appears.
      print_slip_report_ux.png
      Manage Citations Print Slip Report Dialog Box
    2. Select whether to send the report by email (Email or User) or to a printer (Printer).
    3. Select the destination:
      • If sending by email, enter the email address in the Email field or the Alma user in the User field. The email letter used is the Ful Citations Slip Letter. For more information on the letter, see Configuring Alma Letters.
      • If sending to the printer, select the printer in the Printer field.
    4. Optionally download the report by selecting Download.
    5. To send the report to the selected destination, select Send.

    Managing a Citation's Copyright Status

    You can manage a copyright's status manually or using Alma's copyright approval system.

    • When you manage a citation's copyright status manually, the citation's copyright status is for informational (UI) and record-keeping purposes only; except as noted below, the citation's status has no workflow effect in Alma, and its status does not change its visibility in Leganto or Primo. The status is managed manually if Copyright Auditing Required is not selected on the Edit Reading List Citation page, and no other copyright licensing is declared for the citation (self-declared, Creative Commons).
    • When you manage a citation's copyright status using Alma's copyright approval system (select Copyright Auditing Required on the Edit Reading List Citation page), the ability to manage the copyright status manually is disabled. New citations, and citations whose copyright information is changed, are passed through an automatic copyright approval process (configured using copyright approval rules); when required, citations are sent to an operator for manual approval.

    The available copyright statuses for a citation are:

    • Approved - In you are implementing Leganto, you can have Alma automatically change the citation's status when a citation's copyright status is set to Approved. See Configuring Default Statuses for Citations/Reading Lists.
    • Declined
    • Not Determined
    • Not Required
    • Required
    • Self Declared - The instructor indicates that no copyright clearance is required; for example, for material written and uploaded by the instructor.
    • Waiting for Approval - An approval task is waiting for manual operator intervention. When the citation has this copyright status, you can resubmit the citation for automatic approval/rejection by selecting Recalculate Rules beneath the citation on the Edit Reading List page.
    • Waiting for CC - Waiting for copyright clearance. When the citation has this copyright status, you can resubmit the citation for automatic approval/rejection by selecting Recalculate Rules beneath the citation on the Edit Reading List page.
    • Fair Use

    You can configure the copyright status that is selected by default for a new citation. See Configuring the Citation Default Copyright Status.

    If you are using Leganto, an instructor can initiate a copyright or digitization request, self-declare a citation's copyright, or select a Creative Commons license in Leganto.

    Manually Managing a Citation's Copyright Status

    To manually manage a copyright, you can set the copyright status for multiple citations on the Edit Reading List page or for one citation on the Edit Reading List Citation page while editing a citation.

    If you are using Leganto, also see Clearing Copyrights Through the Copyright Clearance Center (CCC).

    To change the copyright status of one or more citations:

    On the Edit Reading List page (Fulfillment > Course Reserves > Reading Lists; select the reading list) in the Citations tab, select the citations, select the Change Copyright Status top action, select the status in the Change Copyright Status pop-up that appears, and select Change Copyright Status.

    change_copyright_status_ux.png

    All selected citations that are not managed automatically by Alma are updated to the selected citation. All selected citations that are managed automatically by Alma are not affected.

    Automatically Managing a Citation Copyright Status

    When a citation is marked for automatic management of its copyright status, users cannot set the copyright status of the citation manually.

    To send the citation for automatic copyright clearance:

    When editing a citation (see Editing a Citation), in the Copyright Attributes tab, select Copyright Auditing Required and enter information in the Copyright Attributes area. For information on most of these fields, see staff digitization request in Creating a Request. If you are implementing Leganto, an administrator can make the Source for Copyright field mandatory and select its default value, see copyright_source in Configuring Leganto Copyright-Related Procedures.

    Unlike when directly creating a request for a resource, when entering the copyright attributes for a citation, the field Resource Total Pages may be filled in automatically by the contents of the resource's bibliographic record 300 field. In this case, Alma tries to normalize the field's value (which may contain multiple ranges, including roman numerals) with a total page count, but, if unsuccessful, Alma copies the 300 field as-is to Resource Total Pages. Ensure that the value in Resource Total Page contains only regular digits before saving the citation.

    Alma uses digitization and copyright rules to automatically set the copyright status of a new citation (or an existing citation whose copyright attributes are changed) to Approved or Declined or to send an approval task to an operator. For more information, see Configuring Digitization and Copyright Rules. For information about approving or rejecting the requests as an operator, see Approving/Rejecting a Request for Digitization.

    When a citation's copyright status is Waiting for Approval or Waiting for CC, you can resubmit the citation for automatic approval/rejection by selecting Recalculate Rules beneath the citation on the Edit Reading List page. This is useful, for example, when you change the digitization and copyright rules, or when a citation's copyright attributes changed but the citation was not automatically resubmitted for automatic approval/rejection.

    Once a reading list is associated with a course, approved copyright records may be fully or partially locked for accounting purposes. In a reading list associated with a course, if you make any changes to the fields, then, depending on the timing and status of the existing copyright request, you may be offered to update the request or make a new request. If the new/updated request is not automatically approved, Alma creates an approval task for manual handing by a librarian. If you delete a citation with an approved copyright request (by a licensing agency; not self-declared or by Creative Commons), what happens to the record depends on the deletion date:

    • Before the course starts - The copyright record is deleted.
    • During the course - The copyright record's end date is changed to the date that the citation is deleted. The end date of an automatically approved copyright cannot be set to earlier than the current date.
    • After the course - The copyright record is preserved. This is also the case if you change the copyright management from automatic to manual.

    Reusing Already Digitized Files Between Citations

    Librarians can search for and copy files between citations to avoid the need to digitize files that have already been digitized. Select Attach Existing File from a citation's actions list.
    Searching for and Adding Similar Citations with Attached Files to the Current Citation.
    Searching for and Adding Similar Citations with Attached Files to the Current Citation
    The next screen shows a result screen showing all citations with similar identifiers or titles which include an attached file.
    Result Screen - Similar Citations with Files
    Result Screen - Similar Citations with Files
    You can select a citation by selecting the radio button corresponding to the citation and clicking Select. Selecting a citation on this screen copies and attaches the file to the original citation.
    If a file already exists on the citation, attaching a new file replaces the existing one. Also, In Progress digitization requests on the citation are canceled.
    Watch the Leganto Reusing Digitized files video (0:59 minutes).

    Offering a Citation Replacement for an Existing Citation

    Leganto supports replacing citations in bulk. For example, this feature can be used to replace citations with newer editions or to replace physical citations with electronic citations. The library can configure whether citations are replaced immediately, or whether the replacement appears to instructors as a suggestion.

    Citations with a Copyright Status of Approved cannot be replaced.

    If your institution would like to have replacements presented to instructors as suggestions, set the parameter replacement_suggestion_auto_replace (Configuration > Leganto > Features > Leganto Features) to false. This is the default.

    From the Edit Citation screen, select the citation or citations to be replaced. Then choose Suggest Replacement.

    The Suggest Replacement action.

    Suggest Replacement action

    Library staff are directed to the Repository Search, where they can search for and select the new item that they want to use as the replacement.

    The option to select a newer edition.
    Selecting a newer edition

    Library staff are presented with a confirmation screen.

    A confirmation replacement message.
    Confirmation message to confirm that the MMS ID should be replaced

    After selecting Confirm, suggestions are added to each of the citations in Leganto. Additionally, a system tag New Edition Available is added to each citation.

    New edition filter tags.

    New Edition Available Filter Tags

    If replacement_suggestion_auto_replace (Configuration > Leganto > Features > Leganto Features) is set to false, when relevant, a banner is displayed indicating that there are new editions available for the list.

    The banner is only displayed for Librarians, Leganto Course Operators, and List Owners.

    The banner with the show editions options.

    Show editions

    Instructors can select the banner to see items with new edition suggestions. 

    The details of the Replacement suggestions are viewable from the Suggestions pane and the Related items tab on the Full details of an item.

    Replacement suggestions in the Suggestions pane.

    Replacement suggestions in the Suggestions pane

    Selecting the suggested item opens the full suggestion, which includes the details of the original item and a link to the original item. From either the Suggestions pane or the Related items tab of the original item, instructors can choose to replace the item, which re-links the citation to the new MMS ID, updating the citation metadata. Other existing information about the citation, including usage information, tags, and notes, is preserved. The instructor can instead choose Add to list, which keeps the original item and adds the suggestion as an additional resource on the list. Alternatively, the instructor can choose to decline the suggestion, which removes the suggestion and the tag.

    The option to replace the item or decline.

    Option to Replace Item, Add to list, or Decline replacement

    Alternatively, if your institution would like to have citations replaced immediately, rather than sent to instructors for approval, set the parameter replacement_suggestion_auto_replace (Configuration > Leganto > Features > Leganto Features) to true. Once library staff has selected a new item to use as a replacement, they are presented with a confirmation screen.

    The confirmation message for a citation with an approved copyright.

    Confirmation message to confirm that the MMS ID should be replaced

    After selecting Confirm, all the citations which were selected for replacement are linked with the MMS ID of the item chosen as the replacement item. The citation metadata and inventory update, but tags, notes, and usage information are preserved.