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    Search Indexes


    Available Search Indexes

    When you search the Alma repository, indexing provides easy access to the information for which you are searching. See the following pages for details regarding the available indexes:

    All Titles and standard authority searches extract text from a field's subfields according to the alphabetical order of the subfields.

    Searchable Fields Lists

    For your reference, see the following lists of searchable fields:


    Every six months, Ex Libris reindexes all inventory data in order to enhance Alma's search mechanism. The semi-annual reindexing generally takes place in July and December. The process always starts a day or two after the respective release and takes approximately two weeks, although it may last a bit longer in some cases. It is recommended that you start testing indexing fixes or any new features that depend on reindexing around the 25th of July or December. Note that you can monitor the reindexing job in the Running/History tabs in Admin > Monitor Jobs and Sets > Monitor Jobs. You can also view the date of the last indexing in the Help menu. 

    Searchable Fields

    The following sections highlight the searchable fields for electronic collections, portfolios, holdings, and physical items.

    Electronic Collections

    The following fields are Electronic Collection searchable fields:
    • Electronic collection name – includes the electronic collection’s Public name, Public name (override), and Alternative title fields
    • Title
    • Crossref enabled
    • Collection PO line ID
    • Creation date
    • Modification date
    • Activate from
    • Activate to
    • Free
    • Authentication note (Electronic Collection)
    • Public note (Electronic Collection)
    • Internal Description (Electronic Collection)
    • Service authentication note
    • Proxy enabled
    • Availability
    • Electronic collection PID - searches an internal field
    • License ID
    • Linking level
    • Title service PID - searches an internal field
    • Service type
    • Electronic collection type
    • Creator name
    • Language
    • Category
    • Collection Available for group
    • Collection Available only for group
    • Collection available for
    • Collection available only for
    • Interface name
    • Library
    • Proxy name

    When a search is done that uses Electronic collection, the search process checks the keywords on both the electronic collection level and the portfolio level for the selected index. This is true for all indexes that aren't specifically labeled as being electronic collection or portfolio. For example, when you search using Electronic collection and select Title, the search process checks both the electronic collection level and the portfolio level for a match.

    Electronic Portfolios

    The following fields are Electronic Portfolio searchable fields:
    • Notes tab
    • Proxy enabled
    • Access Rights (Electronic Portfolio)
    • Available for
    • Available for group
    • Available only for
    • Available only for group
    • Interface name
    • Internal Description (Electronic Portfolio)
    • Proxy name
    • URL
    • Authentication note (Electronic Portfolio)
    • Public note (Electronic Portfolio)
    • Portfolio PO line ID


    The following fields are Holdings searchable fields:
    • Permanent call number
    • Permanent call number type
    • Permanent physical location
    • Library
    • Accession Number
    • Call number suffix
    • Has items
    • Media type term
    • Media type code
    • Carrier type term
    • Carrier type code
    • Ownership and Custodial History
    • Action note
    • Tag Suppressed
    • Acquisition Note
    • Binding Note
    • Summary holding
    • Holding note
    • Holding PID
    • Local holding field 099
    • General retention policy

    Physical Items

    The following fields are Physical Items searchable fields:
    • Barcode
    • Issue year
    • Inventory number
    • Item PID
    • Public Note
    • Fulfillment Note
    • Internal note 1
    • Internal note 2
    • Internal note 3
    • Item description
    • Item sequence number
    • PO Line
    • Alternative call number
    • Alternative call number type
    • Creation date
    • Current library
    • Current location
    • Due back from temp location date
    • Expected receiving date
    • In temporary location
    • Inventory date
    • Is Magnetic
    • Item policy
    • Material type
    • Modification date
    • On shelf date
    • On shelf seq
    • Pages
    • Pieces
    • Process type
    • Provenance Code
    • Receiving date
    • Storage Location ID
    • Temporary call number
    • Temporary call number type
    • Temporary item policy
    • Temporary library
    • Temporary physical location
    • Enumeration A
    • Enumeration B
    • Enumeration C
    • Enumeration D
    • Enumeration E
    • Enumeration F
    • Enumeration G
    • Enumeration H
    • Base status
    • Chronology I
    • Chronology J
    • Chronology K
    • Chronology L
    • Chronology M