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    Managing User Roles

    Translatable
    To manage user roles, you must have one of the following roles:
    • User Manager
    • User Administrator
    For convenience, circulation desk operators can be deleted, exported, or imported by running batch jobs (see Running Manual Jobs on Defined Sets).

    Adding Roles to Users

    You add a role to a user by:
    • Configuring role assignment rules that add roles automatically to a newly created user (see Adding Users and Configuring Role Assignment Rules) based on their job category, user group, or some other criteria.
    • Selecting a role profile, as described below.
    • Selecting roles individually, as described below.
    • Running the Update/Notify Users job to add roles to users in bulk; see Update/Notify Users.
    For information about roles and the SIS load, see https://developers.exlibrisgroup.com/alma/apis/xsd/rest_user.xsd#user_roles.
    You manage roles in the User Roles area on the General Information tab of the User Details page (Admin > User Management > Manage Users; select Edit in the row actions list).
    User Roles Area
    To add roles to a user:
    1. In the User Roles area on the User Details page, add roles using one of the following methods:
      • Manually select roles for the user: Select Add Role. The Add New Roles page appears.
        Add New Roles Page
        For the description of the roles that can be configured for users, see User Roles – Descriptions and Accessible Components.
        Select the roles you want to assign to the user and select Add Role. If you select a single role, the User Roles Details page appears. See Editing Roles Assigned to Users. If you selected multiple roles, the roles are added to the user.
      • Add roles using a profile: Select Add from Profiles. The Profiles List page appears.
        Profiles List Page
        The Profiles List page displays the defined role profiles (pre-defined by a system administrator; see Configuring Role Profiles).
        Select the required role profiles and select Select. All roles associated with the selected profiles are added to the user.
    2. Select Save. Roles that require additional configuration (such as selecting a scope) are inactive until you edit them; see Editing Roles Assigned to Users.

    Editing Roles Assigned to Users

    You can activate or deactivate ra user's roles, and you can change a user role's scope. When multiple roles are added all at once to a user (see Adding Roles to Users), roles that require additional configuration (such as selecting a scope) remain inactive until they are edited.
    To edit a role assigned to a user:
    1. In the User Roles area on the User Details page (Admin > User Management > Manage Users; select Edit in the row actions list), select the role or select Edit in the row actions list. The User Roles Details page appears.
      User Roles Details Page
    2. Edit the required information.
      Role Information Fields
      Field Description
      Role name The name of the role.
      Scope This field is mandatory, even though the field appears without a red asterisk.
      • For roles that always apply to the entire institution, the scope is set to the institution and cannot be changed.
      • For roles set on the library/campus level, select the campus/library (or the institution, if it is available) to which the role applies.
      After selecting the scope, some roles require additional information in the Role Parameters section, such as a service unit or configuration desk. Select the required values for these parameters, as described in User Roles – Descriptions and Accessible Components.
      To add multiple libraries/campuses, add the role to the user multiple times, selecting a different library/campus each time.
      If you reduce a user's scope to library-level from institution-level, or remove a library-level scope from a user, the user can no longer manage those entities that are assigned to him/her but are now out of scope.
      Status Select whether the role is active or inactive.
      Expiry date The date after which the role becomes inactive.
    3. Select Save Role. The role is saved.
    4. Select Save. The user details are saved.
    If the scope is properly set for a role, you can activate or deactivate a role by selecting the slider in the User Roles area on the User Details page.

    Removing Roles from Users

    You can remove roles assigned to a user.
    To remove roles from users:
    1. In the User Roles area on the User Details page (Admin > User Management > Manage Users; select Edit in the row actions list) , select the role or select Delete in the row actions list or select the roles and select Remove Selected. A confirmation dialog box appears.
    2. Select Confirm in the confirmation dialog box. The roles are removed.
    3. Select Save. The user details are saved.

    User Roles – Descriptions and Accessible Components

    The following table describes the roles that can be configured for users and the Alma components that each user role can access. All users can search (see Searching in Alma), view certain widgets (see Managing Widgets), and potentially view analytics information in a link or widget (see Running Analytics Reports and Displaying Them in Alma). For the list of roles managed at the library level, see Roles Managed at the Library Level.
    User roles (actually, the internal privileges associated with the roles) determine not only which pages a user can access, but often the fields, options, jobs, or actions that the user can perform on these pages. Unfortunately it is not possible to present here an extensive and exact list of every option and action available on each Alma page for each role. See the respective areas in the documentation for the roles required to access each page and, in some cases, perform a specific action on the page. Additional information is provided in the Roles Report and Privileges Report.
    User Roles
    Module Role Accessible Components Description Scope Role Parameters
    User Management User Administrator

    ACQUISITIONS:

    • Create Purchase Request

    ADMIN:

    • Manage Users
    • Purge User Records
    • Load Desk/Department Operators
    • Bulk Fine Waiving
    • User Identifier Types (read only)
    • HealthCheck Dashboard
    • Run a Job
    • Monitor Jobs
    • Manage Sets
    • User Management Configuration Menu
    Manages all aspects of user management, including configuration aspects such as setting up and running user synchronization actions.
    Select Read Only to enable the user to view but not edit user management configurations.
    Institution
    • Read only – When selected, the user can view user management configuration tables, but not change them or run any related user management jobs.
    User Manager

    ACQUISITIONS:

    • Create Purchase Request

    ADMIN:

    • Manage Users
    • Bulk Fine Waiving
    • User Identifier Types (read only)
    • Run a Job
    • Monitor Jobs
    • Manage Sets
    • Manage Exports
    Manages user information, such as roles, blocks, and contact information. Institution  
    Acquisitions Acquisitions Administrator ACQUISITIONS:
    • Create Purchase Request
    • Manage Import Files
    • Exchange Rates Report
    • Acquisitions Configuration Menu
    ADMIN:
    • HealthCheck Dashboard
    • Run a Job
    • Monitor Jobs
    • Manage Sets
    • Manage Exports
    Manages acquisitions configurations, such as PO review rules, reporting codes, and running acquisitions related jobs.
    Select Read Only to enable the user to view but not edit acquisitions configurations.
    Institution
    • Read only – When selected, the user can view acquisitions configuration tables, but not change them or run any related acquisition jobs (including import profiles)
    Fiscal Period Manager ACQUISITIONS:
    • Create Purchase Request
    • Rollover Ledgers
    • Rollover PO Lines
    • Rollover Resource Sharing Requests
    Manages copy ledger and editing of fiscal period tables when assigned in conjunction with the Acquisitions Administrator role. Institution  
    Fund Manager ACQUISITIONS:
    • Create Purchase Request
    • Funds and Ledgers
    • Transfer Funds
    • Move Funds in Hierarchy
    Manages all fund-related actions, including allocations and transactions, creating, updating, and closing funds. Institution / Library  
    Fund-Ledger Viewer ACQUISITIONS:
    • Create Purchase Request
    • Funds and Ledgers
    Views funds and ledgers only. Institution / Library  
    Invoice Manager ACQUISITIONS:
    • Create Purchase Request
    • Create Invoice
    • Receiving and Invoicing – Review
    • Receiving and Invoicing – Approve
    • Waiting for Payment
    • Vendors (View Only)
    Manages invoice creation, review and approval activities, and assigning invoices to other operators. Institution / Library  
    Invoice Operator ACQUISITIONS:
    • Create Purchase Request
    • Create Invoice
    • Receiving and Invoicing – Review
    • Waiting for Payment
    • Vendors (View Only)
    Creates, edits, and reviews invoices. Institution / Library  
    Invoice Operator Extended ACQUISITIONS:
    • Create Purchase Request
    • Create Invoice
    • Receiving and Invoicing – Review (Edit and Delete)
    • Waiting for Payment
    • Vendors (View Only)
    Can delete invoices. Institution / Library  
    Ledger Manager ACQUISITIONS:
    • Create Purchase Request
    • Funds and Ledgers
    • Transfer Funds
    • Move Funds in Hierarchy
    Enables creating and editing ledgers, adding funds and allocations, performing transactions, and updating ledgers and funds. Institution / Library  
    License Manager ACQUISITIONS:
    • Create Purchase Request
    • Licenses
    • License Template
    ADMIN:
    • Manage Users (View Only)
    Manages activities related to licenses and license amendments. Institution  
    License Viewer ACQUISITIONS:
    • Create Purchase Request
    • Licenses (View Only)
    Views licenses only. Institution  
    Purchase Request Manager

    ACQUISITIONS:

    • Create Purchase Request
    • Manage Purchase Requests
    • Vendors (View Only)
    • Funds and Ledgers (View Only)
    • Licenses (View Only)

    ADMIN:

    • Manage Users (View Only)
    Manages purchase requests and assigns them to other operators and managers. If the role is defined in a library scope, the user may only see and assign requests in that library or those that do not belong to a specific library (the owning library field is empty).    
    Purchase Request Operator

    ACQUISITIONS:

    • Create Purchase Request
    • Manage Purchase Requests
    • Vendors (View Only)
    • Funds and Ledgers (View Only)
    • Licenses (View Only)

    ADMIN:

    • Manage Users (View Only)
    Manages purchase requests and edits the requester information. If the role is defined in a library scope, the user may only see requests in that library or those that do not belong to a specific library (the owning library field is empty).     
    Purchase Request Operator Extended

    ACQUISITIONS:

    • Create Purchase Requests
    • Delete Purchase Requests
    Can delete purchase requests.
    Must be combined with Purchase Request Operator or Purchase Request Manager.
       
    Purchasing Manager ACQUISITIONS:
    • All Purchase Order Lines, Purchase Order, and Advanced Tools options, except Delete PO, including Claims
    • Create Purchase Requests
    • Import
    • Monitor and View Imports
    • Resolve Import Issues
    • Vendors
    • Funds and Ledgers
    • Licenses
    RESOURCES:
    • Community Zone Updates Task List
    • Import
    • Monitor and View Imports
    • Resolve Import Issues
    • Overlap and Collection Analysis
    ADMIN:
    • Manage Users
    • Run a Job
    • Monitor Jobs
    • Manage Sets
    • Manage Exports
    Manages authoritative purchasing operations, such as reviewing and approving POs, activating electronic resources, assigning PO lines to purchasing operators, and linking licenses to PO lines. Can also view vendor data, ledgers and funds, and invoices. When deleting the last item associated with a bibliographic record, can also delete that bibliographic record. Institution / Library  
    Purchasing Operator ACQUISITIONS:
    • All Purchase Order Lines and Import Processing options, except Delete PO, including Claims
    • Package
    • Purchase Order – Review
    • Vendors
    • Funds and Ledgers
    • Licenses
    • Exchange Rates Report
    • Patron Driven Acquisition (PDA)
    RESOURCES:
    • Community Zone Updates Task List
    • Start New Import
    • Monitor and View Imports
    • Resolve Import Issues
    ADMIN:
    • Monitor Jobs
    • Manage Exports
    Manages all purchasing operations, including creating, reviewing, and updating PO lines, managing electronic resources, and linking licenses to PO lines. Can also view vendor data, ledgers and funds, and invoices. When deleting the last item associated with a bibliographic record, can also delete that bibliographic record. Institution / Library  
    Purchasing Operator Extended ACQUISITIONS:
    • Delete PO
    • Create Purchase Request
    Can delete PO lines.
    Must be combined with Purchasing Operator.
    Institution  
    Receiving Operator ACQUISITIONS:
    • Create Purchase Request
    • Receiving and Invoicing – Receive
    • Receiving Department Items
    • Scan in Items
    Manages the arrival of both physical and electronic purchased items.
    You must assign a service unit when configuring this role.
    Institution / Library
    • Service Unit – The department for which this role applies.
    Receiving Operator Limited ACQUISITIONS:
    • Create Purchase Request
    • Receiving and Invoicing – Receive
    • Receiving Department Items
    • Scan in Items
    Has Receiving Operator privileges, but cannot delete orders. When deleting the last item associated with a bibliographic record, can also delete that bibliographic record.
    You must assign a service unit when configuring this role.
    Institution / Library
    • Service Unit – The department for which this role applies.
    Selector ACQUISITIONS:
    • Create Purchase Requests
    • Manage Purchase Requests
    • Vendors (View Only)
    • Funds and Ledgers (View Only)
    • Licenses (View Only)
    ADMIN:
    • Manage Users (View Only)

    Manages selecting new resources for acquisition.

    Institution  
    Selector Extended ACQUISITIONS:
    • Delete Purchase Requests

    Deletes purchase requests. 

    Must be combined with Selector.

    Institution  
    Trial Manager ACQUISITIONS:
    • Manage Trials
    • Create Purchase Request

    ADMIN:

    • Manage Users (View Only)
    Manages electronic resource trials and evaluations as part of preprocessing for acquisitions, and manages the Trial Operator. When deleting the last item associated with a bibliographic record, can also delete that bibliographic record. Institution  
    Trial Operator ACQUISITIONS:
    • Manage Trials
    • Create Purchase Request
    Manages electronic resource trials and evaluations as part of preprocessing for acquisitions. When deleting the last item associated with a bibliographic record, can also delete that bibliographic record. Institution  
    Trial Participant NONE An individual invited to participate in an electronic resource trial. Institution  
    Usage Data Operator ACQUISITIONS:
    • Manage COUNTER data
    Manually upload or delete COUNTER data for any vendor, manage the uploaded data files, and view missing COUNTER data. Institution  
    Vendor Manager ACQUISITIONS:
    • Create Purchase Request
    • Vendors
    Manages all aspects of vendor records. Institution   
    Fulfillment Circulation Desk Manager ACQUISITIONS:
    • Create Purchase Request
    FULFILLMENT:
    • Fulfillment Configuration Utility
    • Create Fines & Fees Report

    ADMIN:

    • Manage Users
    Manages circulation desk actions, such as loans, returns, and renewals, with block override options; can add, edit, and delete request notes, change due and return dates, add and remove blocks, mark items as lost, and change items.
    You must assign a circulation desk when configuring this role.
    To configure this role for multiple circulation desks in the same scope, assign the desks as multiple parameters in the same role.
    Library
    • Circulation Desk – The circulation desk for which this role applies.
    Circulation Desk Operator ACQUISITIONS:
    • Create Purchase Request
    FULFILLMENT:
    • Manage Patron Services
    • Return Items
    • Scan In Items
    • Fulfillment Configuration Utility
    • Offline Circulation

    ADMIN:

    • Manage Users
    Manages circulation desk actions, such as loans, returns, and renewals; can add, edit, and delete notes, change due and return dates, mark items as lost, handle fines and fees, and perform offline circulation.
    You must assign a circulation desk when configuring this role.
    To configure this role for multiple circulation desks in the same scope, assign the desks as multiple parameters in the same role.
    Library
    • Circulation Desk – The circulation desk for which this role applies.
    Circulation Desk Operator – Limited ACQUISITIONS:
    • Create Purchase Request

    FULFILLMENT:

    • Manage Patron Services
    • Return Items
    • Scan In Items

    ADMIN:

    • Manage Users
    Has Circulation Desk Operator privileges, but cannot perform deletion activities.
    You must assign a circulation desk when configuring this role.
    Library
    • Circulation Desk – The circulation desk for which this role applies.
    Course Reserves Manager

    ACQUISITIONS:

    • Create Purchase Request

    FULFILLMENT:

    • Courses
    • Reading Lists
    • Citations

    ADMIN:

    • Run a Job
    • Monitor Jobs
    • Manage Sets
    • Manage Exports
    Manages reserve and reading list assignments. Institution / Library  
    Course Reserves Operator

    ACQUISITIONS:

    • Create Purchase Request

    FULFILLMENT:

    • Courses
    • Reading Lists
    • Citations

     

    Works with course reserves to create reading lists and move requests. Institution / Library  
    Fulfillment Administrator

    ACQUISITIONS:

    • Create Purchase Request

    FULFILLMENT:

    • Fulfillment Configuration Utility
    • Create Fulfillment Sets (View Only)
    • Bulk Change Due Dates
    • View Restore Request Jobs
    • View Overdue and Lost Loan Jobs
    • Transfer Requests
    • Create Fines and Fees Report
    • Process and Enrich Citations
    • Resend Printouts/Emails
    • Citation Alternate Suggestions
    • Fulfillment Configuration Menu
    ADMIN:
    • Load Desk/Department Operators
    • HealthCheck Dashboard
    • Run a Job
    • Monitor Jobs
    • Manage Exports
    Manages fulfillment-related configurations, such as policies, terms of use, fulfillment units, and circulation desks.
    Select Read Only to enable the user to view but not edit fulfillment configurations.
    Institution
    • Read only – When selected, the user can view fulfillment configuration tables, but not change them or run any related fulfillment jobs.
    Fulfillment Services Manager

    ACQUISITIONS:

    • Create Purchase Request

    RESOURCES:

    • Shelf Report
    FULFILLMENT:
    • Approval Requests List
    • Monitor Requests & Item Processes
    • Courses
    • Reading Lists
    • Citations
    • Fulfillment Configuration Utility
    • Items Requiring Action
    • Process and Enrich Citations
    • Citation Alternate Suggestions

    ADMIN:

    • Manage Users (View Only)
    Manages the library’s authoritative fulfillment service actions, such as course reading list assignments, assigns digitization requests, and assigns and handles resource sharing requests. Institution / Library  
    Fulfillment Services Operator

    ACQUISITIONS:

    • Create Purchase Request
    FULFILLMENT:
    • Monitor Requests & Item Processes
    • Courses
    • Reading Lists
    • Citations
    • Items Requiring Action
    • Process and Enrich Citations
    • Citation Alternate Suggestions

    ADMIN:

    • Manage Users (View Only)
    Manages the library's fulfillment services related to course reserves and reading lists, as well as move requests. Institution / Library
    • Service Unit – The department for which this role applies.
    Instructor Does not operate with Alma directly. Creates and manages reading lists using Leganto. Institution / Library  
    Patron USER MANAGEMENT:
    • User Details - Fines/Fees tab
    Receives services from the specified library (if the institution is specified, the patron receives services from all libraries in the institution). Services include receiving loans, placing requests for physical items, and digitization of items. Institution / Library  
    Requests Operator

    ACQUISITIONS:

    • Create Purchase Request

    FULFILLMENT:

    • Pick From Shelf
    • Scan In Items
    • Expired Hold Shelf
    • Active Hold Shelf
    • Monitor Requests & Item Processes
    • Create Fulfillment Sets
    • Items Requiring Action
    ADMIN:
    • Run a Job
    • Monitor Jobs
    • Manage Sets
    • Manage Exports
    Manages the request fulfillment steps, including creating requests, picking up items from shelves, and placing items in transit and on hold shelves.
    You must assign a circulation desk when configuring this role.
    Library
    • Circulation Desk – The circulation desk for which this role applies.
    Resource Sharing Partners Manager

    ACQUISITIONS:

    • Create Purchase Request

    FULFILLMENT:

    • Partners
    • Rota Templates
    Manages resource sharing partners, to define the types of communication available between Alma and the resource sharing system. Also manages rota templates, to enable attaching a group of partners to a resource sharing request. Institution / Library  
    Work Order Operator ACQUISITIONS:
    • Create Purchase Request
    • Receiving Department Items
    • Scan In Items
    ADMIN:
    • Manage In Process Items
    Manages internal library requests, such as digitization activities.
    You must assign a service unit when configuring this role.
    Institution / Library
    • Service Unit – The department for which this role applies.
    Inventory Collection Inventory Operator

    ACQUISITIONS:

    • Create Purchase Request

    RESOURCES:

    • Manage Collections
    Can create and edit any sub-collection and move sub-collections between parent collections. When deleting the last item associated with a bibliographic record, can also delete that bibliographic record. Institution / Library  
    Collection Inventory Operator Extended

    ACQUISITIONS:

    • Create Purchase Request

    RESOURCES:

    • Manage Collections
    Can create and edit top level collections, delete top level and sub-collections, and elevate a sub-collection to a top-level collection. When deleting the last item associated with a bibliographic record, can also delete that bibliographic record. Institution / Library  
    Deposit Manager

    ACQUISITIONS:

    • Create Purchase Request

    RESOURCES:

    • Approve Deposits 
    • Staff-mediated Deposit
    • Manage Deposit Profiles
    Manages deposit configuration. For more information, see Configuring Deposits. Institution / Library  
    Deposit Operator

    ACQUISITIONS:

    • Create Purchase Request

    RESOURCES:

    • Approve Deposits 
    • Staff-Mediated Deposit
    • Manage Deposit Profiles
    Approves deposits. For more information, see Deposit. Institution / Library  
    Deposit Operator Extended

    ACQUISITIONS:

    • Create Purchase Request

    RESOURCES:

    • Approve Deposits
    • Staff-Mediated Deposits

    Approves and declines deposits. For more information, see Deposit.

    Must be combined with Deposit Operator.

    Institution / Library  
    Digital Inventory Operator

    ACQUISITIONS:

    • Create Purchase Request

    RESOURCES:

    • Add Digital Representation
    • Manage Collections
    • Digital Uploader
    ADMIN:
    • Run a Job
    • Monitor Jobs
    Manages the institution’s digital inventory, including adding digital representations to the repository, running and monitoring processes, and creating and managing sets.When deleting the last item associated with a bibliographic record, can also delete that bibliographic record.
    The Metadata Types are not functional.
    Institution / Library  
    Digital Inventory Operator Extended

    ACQUISITIONS:

    • Create Purchase Request

    RESOURCES:

    • Manage Collections
    ADMIN:
    • Run a Job
    • Monitor Jobs
    Can delete digital inventory. When deleting the last item associated with a bibliographic record, can also delete that bibliographic record.
    Must be combined with Digital Inventory Operator.
    Institution / Library  
    Electronic Inventory Operator

    ACQUISITIONS:

    • Create Purchase Request

    RESOURCES:

    • Add Local Electronic Collection
    • Add Local Portfolio
    • Manage Electronic Resource Activation
    • Overlap and Collection Analysis
    ADMIN:
    • Manage Sets
    Manages the institution’s electronic inventory, including adding local electronic collections, and local portfolios, managing electronic resource activation, and creating and managing sets. When deleting the last item associated with a bibliographic record, can also delete that bibliographic record. Institution  
    Electronic Inventory Operator Extended

    ACQUISITIONS:

    • Create Purchase Request
    RESOURCES:
    • Delete Electronic Inventory
    Can delete electronic inventory. When deleting the last item associated with a bibliographic record, can also delete that bibliographic record.
    Must be combined with Electronic Inventory Operator.
    Institution / Library  
    Physical Inventory Operator

    ACQUISITIONS:

    • Create Purchase Request

    RESOURCES:

    • Add Physical Item
    • Shelf Report
    Adds inventory records to the repository for the library and/or institution’s print materials, and creates and manages sets.
    A user cannot perform the following functions for libraries outside his or her defined scope: edit or withdraw an item from the physical items search results, or edit, withdraw, duplicate, toggle missing, open predicted items, or bind items from the Items List page. A role's scope has no effect on physical inventory manipulation performed by a batch job. As a result, at an institution level, you must ensure that the physical item changing jobs are run only by users with higher privileges. When deleting the last item associated with a bibliographic record, can also delete that bibliographic record.
    Institution / Library  
    Physical Inventory Operator Extended

    ACQUISITIONS:

    • Create Purchase Request

    RESOURCES:

    • Delete Physical Inventory
    Can delete physical inventory. When deleting the last item associated with a bibliographic record, can also delete that bibliographic record.
    Must be combined with Physical Inventory Operator.
    Institution / Library  
    Repository Administrator

    ACQUISITIONS:

    • Create Purchase Request

    RESOURCES:

    • Publishing Profiles
    • Resources Configuration Menu
    ADMIN:
    • HealthCheck Dashboard
    • Run a Job
    • Monitor Jobs
    • Manage Exports
    Manages institution and library configurations related to inventory. When deleting the last item associated with a bibliographic record, can also delete that bibliographic record.
    Select Read Only to enable the user to view but not edit resources configurations.
    Institution 
    • Read only – When selected, the user can only view repository configurations, but not change them or run any related repository jobs.
    Repository Manager

    ACQUISITIONS:

    • Create Purchase Request

    RESOURCES:

    • Community Zone Updates Task List
    • Manage Electronic Resource Activation
    • Shelf Report
    • Overlap and Collection Analysis
    • Duplicate Title Analysis
    • Manage Deleted Repository
    • Restore Jobs
    ADMIN:
    • Run a Job
    • Monitor Jobs
    • Manage Sets
    • Manage Exports
    Manages authoritative inventory-related actions, including adding, editing and deleting notes, creating and removing blocks, managing inventory operators, assigning e-resource activation to operators, managing inventory, managing repository jobs, and adding, editing, deleting, and linking inventory in the MD Editor. When deleting the last item associated with a bibliographic record, can also delete that bibliographic record. Institution / Library  
    Catalog Catalog Administrator

    ACQUISITIONS:

    • Create Purchase Request

    RESOURCES:

    • Open Metadata Editor
    • Search External Resources
    • Browse Bibliographic Headings
    • Browse Shelf Listing
    • Authority Control Task List
    • Import
    • Upload Single Record From File
    • Monitor and View Imports
    • Resolve Import Issues
    • Manage Import Profiles
    • Publishing Profiles
    • Resources Configuration Menu
    ADMIN:
    • Run a Job
    • Monitor Jobs
    • Manage Sets
    • Manage Exports
    Manages administrative aspects of catalog management, including cataloging configuration; can perform cataloging activities for bibliographic and holdings records, including adding and monitoring import/export processes and creating and managing sets. When deleting the last item associated with a bibliographic record, can also delete that bibliographic record. Can manage normalization rules.
    Select Read Only to enable the user to view but not edit or run import/export processes.
    Institution
    • Read only – When selected, the user can only view cataloging configurations, but not change them or run any related cataloging jobs.
    Catalog Manager

    ACQUISITIONS:

    • Create Purchase Request

    RESOURCES:

    • Open Metadata Editor
    • Search External Resources
    • Browse Bibliographic Headings
    • Browse Shelf Listing
    • Authority Control Task List
    • Import
    • Upload Single Record From File
    • Monitor and View Imports
    • Resolve Import Issues
    ADMIN:
    • Run a Job
    • Monitor Jobs
    • Manage Sets
    • Manage Exports
    Manages the institution's catalog records, including cataloging activities for bibliographic and holdings records, adding and monitoring import/export processes, and creating and managing sets. When deleting the last item associated with a bibliographic record, can also delete that bibliographic record. Can manage normalization rules. Institution  
    Cataloger

    ACQUISITIONS:

    • Create Purchase Request

    RESOURCES:

    • Open Metadata Editor
    • Search External Resources
    • Browse Bibliographic Headings
    • Browse Shelf Listing
    • Authority Control Task List
    • Reminders
    ADMIN:
    • Manage Sets
    Performs cataloging activities for bibliographic, holdings, and authority records, and creates and manages sets. When deleting the last item associated with a bibliographic record, can also delete that bibliographic record. Can manage normalization rules. Institution  
    Cataloger Extended

    ACQUISITIONS:

    • Create Purchase Request

    RESOURCES:

    • Delete Records and Authorities
    Delete records managed as a Cataloger.
    Must be combined with Cataloger.
    Institution  
    Miscellaneous API Analytics Read   Enables an external application to call the retrieve Analytics Object as XML Web service. For details on this Web service, see https://developers.exlibrisgroup.com/alma/apis/soap/analytics. Institution  
    API Fulfillment Read   Enables reading Alma fulfillment tables when using the Alma Software Development Kit (SDK). For details on APIs, see: Institution  
    API Fulfillment Write   Enables an external application to call all the fulfillment Web services. For details on APIs, see: Institution  
    API Infra Read   Enables an external application to call the Infra API. For details on APIs, see: https://developers.exlibrisgroup.com/alma/apis Institution  
    API Label Printing Read   Enables creating a physical item label for printing when using the Get Label for Printing Web service. For details, see https://developers.exlibrisgroup.com/alma/apis/soap/bib. Institution  
    API Resource Management Read   Enables an external application to call the Publishing MARC by MMS Id APIs. For details on APIs, see:
    https://developers.exlibrisgroup.com/alma/apis
    Institution  
    API User Information Read   Enables an external application to call the Get User Details Web service, supplying the user name and password of a user with this role. For details on the user management Web services, refer to https://developers.exlibrisgroup.com/alma/apis/soap/user. Institution  
    API User Information Write   Enables an external application to call all user management Web services, supplying the user name and password of a user with this role. For details on the user management Web services, refer to https://developers.exlibrisgroup.com/alma/apis/soap/user. Institution  
    Analytics Administrator

    ACQUISITIONS:

    • Create Purchase Request

    ADMIN:

    • Analytics Objects List
    • Analytics User Statistics
    • Analytics Citation Attribute Types
    • Analytics Other Settings
    Enables configuring analytics and exposing analytics to other staff operators. Institution  
    Designs Analytics

    ACQUISITIONS:

    • Create Purchase Request

    ANALYTICS:

    • Design Analytics
    • Design Analytics (Primo)
    Enables creating analytics reports. Institution  
    Discovery - Admin

    ACQUISITIONS:

    • Create Purchase Request

    DISCOVERY:

    • Search Profiles
    • Configure Views
    • Manage Local Fields
    • Manage Tags
    • Labels
    • Discovery Import Profiles
    • Resource Recommender Configuration
    • Central Index and Proxy Setup
    • Discovery Configuration Menu
    Enables the configuration of discovery functionality (such as search profiles and discovery views) for Primo on Alma platforms: Institution  
    General System Administrator ACQUISITIONS:
    • Create Purchase Request
    • Manage Import Profiles
    • Exchange Rates Report
    • Acquisitions Configuration Menu
    RESOURCES:
    • Publishing Profiles
    • Resources Configuration Menu
    FULFILLMENT:
    • Fulfillment Configuration Utility
    • Create Fulfillment Sets
    • Bulk Change Due Dates
    • View Restore Request Jobs
    • View Overdue and Lost Loan Jobs
    • Create Fines and Fees Report
    • Process and Enrich Citations
    • Resend Printouts/Emails
    • Citation Alternate Suggestions
    • Fulfillment Configuration Menu
    ADMIN:
    • All Processes and Sets options
    • Manage Users
    • Load Desk/Department Operators
    • HealthCheck Dashboard
    • Run a Job
    • Monitor Jobs
    • Manage Sets
    • Manage Exports
    • User Management Configuration Menu
    • General Configuration Menu

    ANALYTICS:

    • Analytics Configuration Menu
    Overall manager of all Alma system configurations.
    Select Read Only to enable the user to view but not edit configurations or run jobs.
    Institution
    • Read only – When selected, the user can view configuration tables and import/export profiles, but not change them or run any related jobs.
    Letter Administrator

    ACQUISITIONS:

    • Create Purchase Request

    ADMIN:

    • General Configuration Menu
    Manages letter configurations, such as Letter Activity and Letter processes.
    Select Read Only to enable the user to view but not edit letters.
    Institution
    • Read only – When selected, the user can view letters, but not change them.
    SDK Write   Enables writing and updating Alma tables when using the SDK (Alma Software Development Kit) for APIs. Institution  

    Managing Circulation Desk Operators

    You can add or remove circulation desk related roles for circulation desk users in bulk. For example, you can export a list of existing users assigned to a circulation desk, modify the list, and re-import it into Alma to streamline role assignment. This is useful when managing a high turnover of part time or temporary student workers in the library.
    Before removing or adding circulation desk roles in bulk, you must prepare a file containing the affected users and roles. For details of the structure of the file, see step 4, below.
    The roles you can add or remove from circulation desk users are:
    • Circulation Desk Operator
    • Circulation Desk Operator Limited
    • Circulation Desk Manager
    • Request Operator
    If a circulation desk supports work orders, when an import is performed, any imported circulation desk operators will also be given the role of work order operator for the scope that has been defined in work order types (see Configuring Work Order Types).
    You perform these operations on the Load Desk Operators page (Admin > User Management > Load Desk/Department Operators).
    Load Desk Operators Page
    To manage circulation desk operators:
    1. On the Load Desk Operators page , select Add Job. The Add Job page appears.
      Add Job Page
    2. Select the type of operation:
      • Delete - Import a file containing the list of users from which to remove circulation desk roles.
      • Import - Import a file containing the list of users to which to add circulation desk roles.,
      • Export - Export a file containing the circulation desk-related roles of users at one circulation desk. Use this file as a template to create a file for adding or deleting these roles from a list of users (the other options).
      The page refreshes with different fields according to your selection.
    3. For the operations Delete or Import, the File name field appears. Browse for the file to import. To create the .xls file required for adding or deleting roles from users, first do an export, change the file as required, and then do an import or delete. The file must continue to be a .xls file (.xlsx is not supported). See step 4.
      For the operation Export, the Library field appears. Select the library. The Desk field appears. Select the circulation desk.
    4. For the operations Delete or Import, select Update. The file is uploaded and the roles are added/removed from the indicated users.
      For the operation Export, select Export. The file is exported to a .xls file with a single sheet. The first row of the file is a header. There is one row for each role assigned to a user (so a single user may have be associated with multiple rows in the file). The columns are:
      • User Identifier - The user primary ID
      • Role Type - The role code. One of CirculationDeskOperator, CirculationDeskOperatorLimited, CirculationDeskManager, or RequestOperator.
      • Library Code
      • Expiry Date - The expiry date for the role, if any.
      • Desk Code
      Circulation desk operators export.png
      Details about the job appear on the page.
    5. Select Back to return to the Load Desk Operators page. For more information about monitoring jobs, see Viewing Running Jobs and Viewing Completed Jobs.

    Roles Managed at the Library Level

    The following roles can be managed at the library level:
    • Circulation Desk Manager
    • Circulation Desk Operator
    • Circulation Desk Operator - Limited
    • Collection Inventory Operator
    • Collection Inventory Operator Extended
    • Course Reserves Manager
    • Course Reserves Operator
    • Deposit Manager
    • Deposit Operator
    • Deposit Operator Extended
    • Digital Inventory Operator
    • Digital Inventory Operator Extended
    • Electronic Inventory Operator
    • Electronic Inventory Operator Extended
    • Fulfillment Services Manager
    • Fulfillment Services Operator
    • Instructor
    • Invoice Manager
    • Invoice Operator
    • Patron
    • Physical Inventory Operator
    • Physical Inventory Operator Extended
    • Purchasing Manager
    • Purchasing Operator
    • Receiving Operator
    • Receiving Operator Limited
    • Repository Manager
    • Requests Operator
    • Resource Sharing Partners Manager
    • Vendor Manager
    • Work Order Operator