Managing Collections

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A collection (unrelated to an electronic collection; see Managing Electronic Collections) is an entity that aggregates bibliographic records that have a relationship of some kind. A collection can be based on topic or subject matter, for example a collection titled “The Beatles” (based on the popular rock music band) which holds records of physical items, including biographies and sheet music, digital audio and video of live performances and studio recording sessions, and any number and type of song and record album holdings. A collection has its own bibliographic record. The collection can include records associated with different resource types (physical, digital, and electronic).

Structurally, collections can be top-level collections or sub-collections. Sub-collections are children of top-level collections or other sub-collections. A collection like “The Beatles” could have sub-collections based on chronology, geography, biography of individual band members, or any other category that your institution finds useful. “The Beatles” collection itself could be a sub-collection of a larger 60s pop music or Rock ‘n Roll genre collection.

Collections can be used in searches (as facets and as in searching by collections) and in other areas of the system such as publishing. Resources of all types can be published with their collection details, including parent and child collections.

Collections whose bibliographic records are suppressed are not displayed in Primo.
Alma does not support dynamic collections/sub-collections. This means that it does not add titles automatically when logical sets are updated.

Collections are managed on the Top Level Collections page (Resources > Manage Inventory > Manage Collections). Collections appear in a list table (for more information about list tables, see List Tables). You can also search for collections using Alma's search feature; to manage the results, see Performing Actions on the Repository Search Results Page.

Top Level Collections Page

To sort the collections:

Select a sort option in the Sort By drop-down pane.
Select one or more collections and then select an option in the Reorder drop-down pane to move the selected items before or after your selection.
Drag and drop items to adjust the sorting.

To save the sort, so that it appears the next time you view the page, select Save order in the Sort By pane. This is the order that appears in your discovery system.

To download collection information:

To download collection information as an EAD (Encoded Archival Description) file, select Download EAD from the row actions list for a top-level collection,
OR View the collection (View from the row actions list) and select Download EAD in the General Details area.

The Download EAD action creates a file in the EAD XML format. This file holds all collection hierarchy information, including the collection members, i.e. the titles assigned to each of the collections in the tree. The total number of collection members must be below 100,000. If this number is exceeded, the EAD download file is not generated.
Performance issues: When selecting Download EAD, Alma might get stuck or log out before the status bar reaches 100%. The reason for this is that the EAD file format outputs the collections first, and then outputs the titles that belong to the collections. Therefore, the job might seem to get stuck at a mark before 100% - at this stage, it works on outputting the titles for the collections. For large collections with a big collection tree and many titles assigned to the sub-collections, XML generation can take several minutes, and in some cases a second attempt might be necessary to download the EAD successfully.

To view a collection:

For a top-level collection, select View from the row actions list for the collection.
For a sub-collection, after opening the top-level collection, select View for the collection on the parent's page.

General information about the collection appears in the General Details area. The collections sub-collections appear in the Sub-collections tab. The collections associated titles appear in the Title List tab.

Adding a Top Level Collection

To add a top-level collection to your inventory, see the Working with Collections section for permissions.

Top-level collections are managed resources that include any number of inventory items grouped together. They provide levels of organization and management to digital collections and other resources.

To add a top-level collection to your inventory:

On the Top Level Collections page, select Add Top-Level Collection. The Add New Collection page appears.

Add New Collection

Enter required and optional fields on the form.

Add New Collection Fields
Field	Description
Record Format	The record format of the collection record. This field appears only if your system supports multiple record formats. Contact Ex Libris support to enable this feature.
Title	Corresponds to 245 $a - Title. Required. This title appears in the Alma search results. This title does not have to be unique, but it is recommended that is be the same as the Collection Name.
Suppress from Discovery	Select to suppress the collection from discovery. You unsuppress an existing collection from the Metadata Editor at Tools > Set Management Tags > Suppress from Discovery. See MD Editor Menu and Toolbar Options for more information.
Name	Internal name for the collection (rather than the bibliographic record name). Required. This name appears when published to Primo and in other locations. This name must be unique among all top-level collections.
Description	A description of the collection. Limit 1000 characters.
Library	The library where the collection is stored (select from drop-down options). Required. Only libraries that are available according to your permissions appear.
Thumbnail Upload	Select a thumbnail image for the collection. The image must be in jpg, png, or gif format and have a maximum size of 100K.
External System	When the collection is created automatically by the import job (OAI set), this is the name of the external system
Place at / before	Select to have the collection placed at the top, bottom, or before an existing collection or sub-collection in the list
External ID	When the collection is created automatically by the import job (OAI set), this is the ID of the collection assigned by the remote system. Additionally, users can store IDs in this field to be used later in the published metadata, and Primo can use it during discovery.
Forms	Forms consists of a template of fields to be used when creating digital representations. For more information, see Working with Forms.
Record Format	The record format of the titles for which you want to use the form.
Deposit	Select a form to be used for patron deposits to this collection.
Staff Mediated Deposit	Select a form to be used for staff-mediated deposits to this collection.
Add Representation	Select a form to be used for adding representations to this collection.

Select Save to save your work and move on to another task, or Save and continue to save the collection and open the Collection Resource Editor page, where you can enter further information for the new collection.

You can also add collections by importing an encoded archival description (EAD) file using the Collections import profile. For more information, see Managing Import Profiles.

Working with Collections

The following roles can work with collections:

Collection Inventory Operator – Create and edit sub-collections and move sub-collections between parent collections.
Collection Inventory Operator Extended together with Collection Inventory Operator – Create, edit, and delete top level collections and promote a sub-collection to be a top-level collection. Create, edit, and delete sub-collection and move sub-collections between parent collections.
Digital Inventory Operator – Add/remove titles to/from a collection and move a title between collections.

Because collections allow you to group records of different types (physical, digital, and electronic) and from different sources (internal, external, remote), digital asset management systems often use them to aggregate the many types of resources into organized hierarchical units. As part of this job, institutions may:

Create, edit, or delete sub-collections
Add thumbnails to collections
Add items, sets, and remote digital objects to collections
Integrate collection assignment with import profiles

Alma collections can reference local and remote objects. Remote objects remain in their remote locations. The Alma collection stores object metadata only.

Editing a Collection

To edit a collection:

If the collection is a top-level collection, select Edit from the row actions list for the collection on the Top Level Collections page. The Collection Resource Editor page appears.

Collection Resource Editor

For a sub-collection, after opening the top-level collection for editing, select Edit from the row actions list for the collection on the parent's page. You can edit a collection's information in the General Information section. To delete the current thumbnail, select the Use default thumbnail check box. To upload a new thumbnail, select the relevant thumbnail image in the Thumbnail upload field. For additional information on the fields of this page, see Adding a Top Level Collection.

The following Forms section appears at the bottom of the page:

Forms Section

Select a form for Deposits, Staff Mediated Deposits, or Add Representations. The fields of the form appear when adding a representation to a bibliographic record in the collection. Select Apply to all sub-collections to have the form appear when adding a representation to a bibliographic record in a subcollection. For more information about forms, see Working with Forms.
When you are done, select:
- Save to save your work and return to the list of collections or
- Save and Continue to save your work and remain on the Collection Resource Editor page.

Adding a Sub-Collection

To add a sub-collection to a collection:

Edit a collection (see above) and on the Sub-collections tab select Add Sub-collection. The Add New Collection page appears.

Add Sub-Collection
Enter the required fields as described in the and select Save or Save and Continue. For more information, see Adding a Top Level Collection.

Moving Collections and Sub-Collections

To move one or more collections or sub-collections to become children of a different collection:

- For top-level collections: from the Top Level Collections Page, select the collections you want to move and select Move Selected.
- For sub-collections: Edit a collection (see above) and on the Sub-collections tabs select Move from the row actions list for the sub-collection. Alternately, select the check boxes next to one or more sub-collections and select Move Selected.
The repository search (for collections only) appears.
Search for the target collection, select it, and select Select. The collection or sub-collection is moved to the selected collection.

If the target parent collection already has a sub-collection with the same name as the one you are moving, the collection you are moving is given a dummy, unique name. After moving the collection, edit the collection to change the name.

To make a sub-collection into a top-level collection:

Only a user with the Collection Inventory Operator Extended role can perform this action.

Edit a collection (see above) and on the Sub-collections tab select Make Top-level from the row actions list for the sub-collection. The sub-collection becomes a top-level collection.

If there is already a top-level collection with the same name as the sub-collection you are promoting, the collection you are promoting is given a dummy, unique name. After promoting the collection, edit the collection to change the name.

Configuring the Default Sort Order of Sub-Collections

You can configure the order that sub-collections are displayed by default in Primo.

To configure the order that sub-collections are displayed by default in Primo:

From the Sub-Collections tab of the collection, open the Sort Titles drop-down list.
Select an option from the list by which to sort the sub-collections by default.
Click Save.

Deleting Collections

To delete a collection:

You cannot delete a collection if it has any associated titles. To delete the collection, first remove any associated titles.

Select Delete from the row actions list and select Confirm in the confirmation dialog box.

To delete multiple sub-collections at once, on the Sub-collections tab select the check boxes next to one or more collections, select Delete Selected, and select Confirm in the confirmation dialog box. If you select any collections that cannot be deleted, a warning appears in the confirmation dialog box. Confirming deletes only the permitted collections; the other collections remain untouched.

Managing Titles

To manage titles in the collection:

Titles are managed on the Title List tab.

To add individual titles:
1. Select Add Title. The repository search (for all titles only) appears.
2. Search for titles and select the desired titles.
3. Select Add Titles and select Confirm in the confirmation dialog box. The titles are added to the collection.
To add titles by set (if you already have a set containing titles; see Managing Search Queries and Sets):
1. select Add Titles from Set. The Manage Sets page appears.
2. Select the set to add.
3. Select Add Titles, and select Confirm in the confirmation dialog box.
To remove individual titles, select the check boxes beside the titles to remove and select Remove Selected. Alternately, select Remove from the row actions list beside a title.
Select Confirm in the confirmation dialog box.

You can remove a title from a collection only if it does not contain digital inventory or if it is assigned to more than one collection. This is to ensure that all digital inventory is managed by a collection.
To remove all items, select Remove All and select Confirm in the confirmation dialog box.
To move titles to another collection:
1. Select the check boxes beside the titles to move and select Move Selected. Alternately, select Move from the row actions list beside a title. The repository search (for collections only) appears.
2. Search for the target collection and select it.
3. Select Select. The titles are added to the target collection.
You can also edit or view a title using the row actions list.

Configuring the Display of Collections

From the Discovery tab on the Collection Resource Editor page, you can configure the default sorting for titles and manage images for the collections lobby in Primo.

Discovery Tab

Configuring the Default Sorting for Titles in Collections

From the Display section, you can configure the default sorting order for titles in the collection.

To configure the default sorting for titles in the collection:

Open the Sort Titles By drop-down list.
Select an option from the list by which to sort the titles of the collection by default.
Click Save.

The options in this list are configured in the following tables:

For Primo VE customers: Discovery > Configure Views > Edit View > Brief Results tab > Sort section. For more information, see Defining a View.
For Primo customers: Configuration Menu > Fulfillment > Discovery Interface Display Logic > Collection Title Sorting Routine. For more information, see Configuring the Collection Title Sorting Routine.

Managing Images for the Collections Lobby

From the Manage Discovery Thumbnails section, you can define up to 20 images that can display in each collection's and sub-collection's tile on the Collection Discovery page and in the banner on each collection's page. Of the images defined for the collection, the system will display a maximum of four images in the collection's tile.

Collection's Tile (Maximum of 4 Images)

For more information about collection discovery, see Configuring Collection Discovery for Primo VE or Configuring Collection Discovery for Primo.

To configure images for the Collections Lobby:

Select the Discovery tab. The following appears:
Use the following options to add images to the Manage Discovery Thumbnails list:
- Select Select if you want to search for image files that are attached to the collection and display them in the collection's tile.
- Select Upload if you want to browse for local image files and display them in the collection's tile.
- You can define up to 20 images, but the system will display a maximum of four images in the collection's tile, starting from the top of the Manage Discovery Thumbnails list.
- The system uses the first image in the Manage Discovery Thumbnails list for the banner on the collection's page.
- Image files must be in .jpg, .jpeg, or .png format with a maximum size of 500 KB.
- If you do not define any thumbnails, the system displays a maximum of four images, which includes the logo plus the first 3 images found from the collection's sub-collections and items.
Select Save.
Select View in Discovery to see how the collection's tile and banner appear in Primo VE.

Viewing Collection Management History

To view a history of actions performed on a collection, select the History tab.

History Tab

Adding titles to collections are not included in the History tab.
For collections in the repository at the time of the release (September 2017), an additional change is needed in order to display the change in the history tab.
The Operator column appears only for managers and administrators. See Configuring Users' Ability to View Operator Details.