Managing User Roles

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This page describes how to manage user roles including adding and removing roles individually or through profiles, managing circulation desk operators, role privileges, etc. For information on configuring user roles and registration, see Roles and Registration Configuration. For working with users see Managing Users.

To manage user roles, you must have one of the following roles:

User Manager
User Administrator

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.

When a user's role assignments have been edited, the user is required to log out and log in again for the changes to take effect.

For information about roles and the SIS load, see https://developers.exlibrisgroup.com/alma/apis/xsd/rest_user.xsd#user_roles. Note that roles are NOT part of the SIS load.

Adding Roles Individually

You can add roles to a user by selecting each role manually.

To add roles to a user by selecting them individually:

Navigate to 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.
Select Add Role. The Add New Roles page appears.

Add New Roles Page
Select the roles you want to assign to the user and select Add Role. For descriptions of the roles that can be configured for users, see User Roles – Descriptions and Accessible Components. 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.

Adding Roles from Profiles

You can add multiple roles to a user by selecting them from a profile.

To add roles to a user by selecting them from a profile:

Navigate to 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.
Select Add Role. The Add New Roles page appears.
Select Add from Profiles. The Profiles List page appears with the defined role profiles (pre-defined by a system administrator; see Configuring Role Profiles).

Profiles List Page

(New for November) In some cases the User Manager may be restricted from adding, removing, or editing roles (see User Manager). In this case the restricted (and non restricted) roles are displayed in the Profiles List.

The restricted roles in the user profiles.

Select the required role profiles and then Select. All roles associated with the selected profiles are added to the user. Role profiles are used to assign roles to users, but they are not themselves attached to the users.
A note is automatically added to the Notes tab to let the user know that a role/s was added from a profile/s. This helps you to find the users to which the role profile was applied. The note is also added automatically when profiles are added from Automatic Role Assignment Rules (see Roles and Registration Configuration) and when adding users via the API or SIS systems.

You can find all users associated with this profile by searching with the profile name or ID.

The automatic adding of a note can be deactivated by using the User Management menu (Configuration > User Management > General > Other Settings) to set the show_profile_in_user_notes parameter to false.

Select Save. Roles that require additional configuration (such as selecting a scope) are inactive until you edit them; see Editing Roles Assigned to Users.

In some instances, user roles may be assigned immediately when selected without the need to press Save.

Filtering Roles

Profile lists can be filtered to display a select role. When a specific role is selected from the Role filter dropdown list (User Management > Roles and Registration > Profiles) only those roles are displayed in the Profiles List.

The Profile List Role filter.

Role filter

Editing Roles Assigned to Users

You can activate or deactivate a 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:

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

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 circulation 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. The role is considered inactive after the role expiry date even if its status is still ‘Active’. For a role to be considered active it must have both an ‘Active’ status and no expiry date that is in the past.
Expiry date	The date after which the role becomes inactive. The role is considered inactive after the role expiry date even if its status is still ‘Active’. For a role to be considered active it must have both an ‘Active’ status and no expiry date that is in the past.
Can't edit restricted users	This setting is applicable for the following roles: General System Administrator User Administrator User Manager Circulation Desk Manager Circulation Desk Operator Circulation Desk Operator - Limited Repository Manager User accounts can be defined as 'restricted for editing' in the Users Restricted for Editing table (Configuration Menu > User Management > Roles and Registration > Users Restricted for Editing). See Restricting Users for Editing. If all of this user's roles have Can't edit restricted users selected, the user has no edit/delete access for restricted users. This user will still be able to view the user records, but not to make changes (such as editing contact info, etc.). If this user is assigned several of the above roles, and some roles have "Can't edit restricted users" selected and other roles do not, the user can still make changes.

Select Save Role. The role is saved.
Select Save. The user details are saved.

In some instances, user roles may be assigned immediately when selected without the need to press Save.

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:

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.
Select Confirm in the confirmation dialog box. The roles are removed.
Select Save. The user details are saved.

In some instances, user roles may be removed immediately when selected without the need to press Save.

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 Working with Analytics Objects).

For the below jobs, institution scope is required to run jobs. 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 Role Privileges below for detailed information on privileges 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.

For more details on jobs and the roles that are required to be able to run them, see Manual Jobs and Their Relevant Parameters.

ANALYTICS:

Subscribe to Analytics
Analytics Configuration Menu
- Analytics Objects List
- Analytics User Statistics
- Analytics Citation Attribute Types
- Analytics Other Settings

ACQUISITIONS:

Create Purchase Request

User Roles
Module	Role	Accessible Components	Description	Scope	Role Parameters
User Management	User Administrator	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 Toggle Account Type User Management Configuration Menu ACQUISITIONS: Create Purchase Request	Manages all aspects of user management, including configuration aspects such as setting up and running user synchronization actions. Can manage Patron record type. Select Read Only to enable the user to view but not edit user management configurations. The User Administrator can change the password of an internal user. The User Administrator can delete users.	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 Management	User Manager	ADMIN: Manage Users Bulk Fine Waiving User Identifier Types (read only) Run a Job Monitor Jobs Manage Sets Manage Exports Toggle Account Type ACQUISITIONS: Create Purchase Request	Manages user information, such as roles, blocks, and contact information. Can manage Patron record types. The User Manager can change the password of an internal user. The User Manager can delete user roles. (New for November) In some cases (depending on the user_restrict_manage_roles_by_scope customer parameter at Configuration > User Management > General > Other Settings) the User Manager may be restricted from adding, removing, or editing roles for users of libraries to which the User Manager does not have access. This also applies to user profiles (see Adding Roles from Profiles). These limitations do not apply to users with the the User Administrator role or the User Manager role with institution scope.	Institution/Library
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) There is a known issue causing edit options to be available when Read Only is selected for users with the Acquisitions Administrator role when clicking the back button after viewing an import profile.
	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. This role enables users to view the Assigned to Others tab.	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. Reassigns invoices to other invoice operators.	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) Check Availability and Pricing 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).	Institution / Library
	Purchase Request Operator	ACQUISITIONS: Create Purchase Request Manage Purchase Requests Vendors (View Only) Funds and Ledgers (View Only) Licenses (View Only) Check Availability and Pricing 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). Reassigns purchase requests to other purchase request operators.	Institution / Library
	Purchase Request Operator Extended	ACQUISITIONS: Create Purchase Request Delete Purchase Requests	Can delete purchase requests. Must be combined with Purchase Request Operator or Purchase Request Manager.	Institution / Library
	Purchasing Manager	ACQUISITIONS: All Purchase Order Lines, Purchase Order, and Advanced Tools options Create Purchase Request Import Monitor and View Imports Resolve Import Issues Vendors Funds and Ledgers Licenses Check Availability and Pricing 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. Can create and edit holdings by scope.	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) Check Availability and Pricing RESOURCES: Community Zone Updates Task List Start New Import Monitor and View Imports Resolve Import Issues Withdraw items via PO lines ADMIN: Run a Job Monitor Jobs Manage Exports	Manages all purchasing operations, including creating, reviewing, and updating PO lines, managing electronic resources, and linking licenses to PO lines. When defined for a specific library scope, only PO lines owned by that library can be viewed and edited. PO lines that are assigned to others can be viewed but not updated. Can also view vendor data, ledgers and funds, and invoices. Can create and edit holdings by scope. When deleting the last item associated with a bibliographic record, can also delete that bibliographic record. The item described above is not the last physical item. It is describing the last inventory item (in general = the last inventory resource). If Rialto is enabled, this role receives additional Rialto privileges. For more information, see Managing Rialto User Roles.	Institution / Library
	Purchasing Operator Extended	ACQUISITIONS: Delete PO Create Purchase Request	Can delete PO lines. Must be combined with Purchasing Operator.	Institution / Library
	Receiving Operator	ACQUISITIONS: Create Purchase Request Receiving and Invoicing – Receive Receiving Department Items Scan in Items RESOURCES: Withdraw items via PO lines	Manages the arrival of both physical and electronic purchased items. The items described above are not the last physical items. They are describing the last inventory items (in general = the last inventory resource). You must assign a service unit (an Acquisitions department) 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 edit orders and items. When deleting the last item associated with a bibliographic record, can also delete that bibliographic record. You must assign a service unit (an Acquisitions department) when configuring this role.	Institution / Library	Service Unit – The department for which this role applies.
	Selector	ACQUISITIONS: Create Purchase Request Manage Purchase Requests Vendors (View Only) Funds and Ledgers (View Only) Licenses (View Only) ADMIN: Manage Users (View Only)	This role is for use by Rialto. The functionalities listed here are transferred to Purchase Request Operator/Manager. For more information, see Managing Rialto User Roles.	Institution/ Library
	Selector Extended	This role is no longer in use.
	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. The item described above is not the last physical item. It is describing the last inventory item (in general = the last inventory resource).	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. The item described above is not the last physical item. It is describing the last inventory item (in general = the last inventory resource).	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 usage data.	Institution
	Vendor Account Manager	ACQUISITIONS: Create Purchase Request Vendors	Manages the vendor account elements of vendor records.	Institution / Library
	Vendor Manager	ACQUISITIONS: Create Purchase Request Vendors	Manages all aspects of vendor records.	Institution
Discovery	Discovery Administrator	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 ACQUISITIONS: Create Purchase Request	Enables the configuration of all discovery functionality (such as search profiles and discovery views) for Primo on Alma platforms: Primo VE Alma-Summon Integration	Institution
	Discovery Operator - Limited	DISCOVERY: Discovery Configuration Menu	Limits the administrator to the following options on the Discovery Configuration menu in Alma: Manage Tags Resource Recommender Configuration Dedup and FRBR Test Utility Report a problem widget configuration Captcha configuration	Institution
	View Management	DISCOVERY: Configure Views	Limits the administrator to the following options on the Discovery Configuration menu in Alma: Search Configuration Display Configuration GetIt Configuration	Institution
Fulfillment	Circulation Desk Manager	FULFILLMENT: Fulfillment Configuration Utility Create Fines & Fees Report ACQUISITIONS: Create Purchase Request 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	FULFILLMENT: Manage Patron Services Return Items Scan In Items All items on the Advanced Tools sub-menu ACQUISITIONS: Create Purchase Request 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. The Circulation Desk Operator can change the password of an internal user if the user has a patron role only and the role has not expired.	Library	Circulation Desk – The circulation desk for which this role applies.
	Circulation Desk Operator – Limited	FULFILLMENT: Manage Patron Services Return Items Scan In Items ACQUISITIONS: Create Purchase Request ADMIN: Manage Users	Has Circulation Desk Operator privileges, but cannot perform deletion activities. You must assign a circulation desk when configuring this role. The Circulation Desk Operator - Limited can change the password of an internal user if the user has a patron role only and the role has not expired. The Circulation Desk Operator - Limited operator can use the Scan In page only for scanning in items, but has no access to the ‘Change Item Information’ tab of this page.	Library	Circulation Desk – The circulation desk for which this role applies.
	Course Reserves Manager	FULFILLMENT: Courses Reading Lists Citations (can also see Citations that belong to Reading Lists that are 'Assigned to Others') ACQUISITIONS: Create Purchase Request ADMIN: Run a Job Monitor Jobs Manage Sets Manage Exports	Manages reserve and reading list assignments.	Institution / Library
	Course Reserves Operator	FULFILLMENT: Courses Reading Lists Citations (can also see Citations that belong to Reading Lists that are 'Assigned to Me' or 'Unassigned') ACQUISITIONS: Create Purchase Request	Works with course reserves to create reading lists and move requests. Can see own lists + unassigned.	Institution / Library
	Course Reserves Viewer	FULFILLMENT: Reading Lists Citations	Read-only access to reading lists and citations.	Institution / Library
	Fulfillment Administrator	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 ACQUISITIONS: Create Purchase Request	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. For a user whose role is scoped to a specific library: The following links are not visible: Distribute Fulfillment Network Configuration (only for network institutions) Distribute Resource Sharing Network Configuration (only for network institutions) Resend Printouts/Emails Loans Overdue Notification Status Update View Overdue and Lost Loan Jobs However, the following links remain visible: Create Fines and Fees Report ( The Received by Library drop-down list and the Fine Owner drop-down list are not limited to libraries in the role's scope) Create Fulfillment Sets Citation Alternate Suggestions Pages that currently enable library level management remain visible.	Institution / Library	Read only – When selected, the user can view fulfillment configuration tables, but not change them or run any related fulfillment jobs.
	Fulfillment Services Manager	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 ACQUISITIONS: Create Purchase Request 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	FULFILLMENT: Monitor Requests & Item Processes Courses Reading Lists Citations Items Requiring Action Process and Enrich Citations Citation Alternate Suggestions ACQUISITIONS: Create Purchase Request ADMIN: Manage Users (View Only)	Manages the library's fulfillment services related to course reserves and reading lists, as well as move requests. You may assign a service unit if the Fulfillment Service Operator manages courses, but this is not mandatory. The Fulfillment Services Operator needs the scope of a library to be able to see Resource Sharing requests. If the scope of the role is on the Institution Level, Resource Sharing requests will not become visible.	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 according to the courses to which they are associated.	Institution / Library
	Leganto Course Operator	Does not operate with Alma directly.	Creates and manages all reading lists using Leganto.	Institution / Library
	Leganto Interface Administrator	Does not operate with Alma directly.	Configures items related to the Leganto UI. This role has access to the Leganto UI, features, label functions, and courses.	Institution
	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. To limit patron's circulation activity, you can set either the user card OR the Patron role expiry date. A patron cannot perform fulfillment activities if either the user card or the Patron role is expired. For more information about the user expiry date, see Expiration Date.	Institution / Library
	Request Operator	FULFILLMENT: Pick From Shelf Scan In Items Expired Hold Shelf Active Hold Shelf Monitor Requests & Item Processes Create Fulfillment Sets Items Requiring Action ACQUISITIONS: Create Purchase Request 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	FULFILLMENT: Partners Rota Templates ACQUISITIONS: Create Purchase Request	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. The work order operator parameter for specific work order types has no functional value and adding any parameters to the user role results in them being able to perform all the work order types.	Institution / Library	Service Unit – The department for which this role applies.
Inventory	CDI Inventory Operator	ACQUISITIONS: Create Purchase Request	When the CDI model is set to the Fully Flexible activation model, users with this role can activate or deactivate a CDI electronic collection, remove the CDI-only full text activation, and edit fields in the CDI tab in the Electronic Collections Editor. This role can be set independently or used in combination with the Electronic Inventory Operator. When the two roles are combined, users can, when using the Activation Wizard, set the CDI search activation and full text activation with a single action. See Activating an Electronic Collection Using the Activation Wizard.	Institution / library
	Collection Inventory Operator	RESOURCES: Manage Collections ACQUISITIONS: Create Purchase Request	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. The item described above is not the last physical item. It is describing the last inventory item (in general = the last inventory resource).	Institution / Library
	Collection Inventory Operator Extended	RESOURCES: Manage Collections ACQUISITIONS: Create Purchase Request	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. The item described above is not the last physical item. It is describing the last inventory item (in general = the last inventory resource).	Institution / Library
	Deposit Manager	RESOURCES: Approve Deposits Staff-mediated Deposit Manage Deposit Profiles ACQUISITIONS: Create Purchase Request	Manages deposit configuration. For more information, see Configuring Deposits.	Institution / Library
	Deposit Operator	RESOURCES: Approve Deposits Staff-Mediated Deposit Manage Deposit Profiles ACQUISITIONS: Create Purchase Request	Approves deposits. For more information, see Deposit.	Institution / Library
	Deposit Operator Extended	RESOURCES: Approve Deposits Staff-Mediated Deposits ACQUISITIONS: Create Purchase Request	Approves and declines deposits. For more information, see Deposit. Must be combined with Deposit Operator.	Institution / Library
	Digital Inventory Operator	RESOURCES: Add Digital Representation Manage Collections Digital Uploader FULFILLMENT: Deliver Digital Documents Monitor Requests & Item Processes Create Fulfillment Sets ACQUISITIONS: Create Purchase Request ADMIN: Run a Job Monitor Jobs Manage Sets	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 item described above is not the last physical item. It is describing the last inventory item (in general = the last inventory resource). The Metadata Types are not functional.	Institution / Library
	Digital Inventory Operator Extended	RESOURCES: Manage Collections ACQUISITIONS: Create Purchase Request 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. The item described above is not the last physical item. It is describing the last inventory item (in general = the last inventory resource). Must be combined with Digital Inventory Operator.	Institution / Library
	Electronic Inventory Operator	RESOURCES: Add Local Electronic Collection Add Local Portfolio Manage Electronic Resource Activation Overlap and Collection Analysis ACQUISITIONS: Create Purchase Request 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. The item described above is not the last physical item. It is describing the last inventory item (in general = the last inventory resource). If this role is not combined with the CDI inventory operator, when using the Activation Wizard to activate a collection, the default settings will be used for the CDI search activation and other CDI related fields. See Activating an Electronic Collection Using the Activation Wizard.	Institution / library
	Electronic Inventory Operator - Limited	This role is identical to the existing Electronic Inventory Operator role, except that the privilege to perform the Relink to another bibliographic record function is disabled by default.
	Electronic Inventory Operator Extended	RESOURCES: Delete Electronic Inventory ACQUISITIONS: Create Purchase Request	This role is identical to the existing Electronic Inventory Operator role but can also delete electronic inventory. When deleting the last item associated with a bibliographic record, can also delete that bibliographic record. The item described above is not the last physical item. It is describing the last inventory item (in general = the last inventory resource). This role must be combined with Electronic Inventory Operator.	Institution / Library
	Physical Inventory Operator	RESOURCES: Add Physical Item Shelf Report ACQUISITIONS: Create Purchase Request ADMIN: Manage Sets	Adds and edits inventory records to the repository for the library and/or institution’s print materials, and creates and manages sets. Moves inventory from one bibliographic record to the other. A user cannot perform the following functions for libraries outside his or her defined scope: edit an item from the physical items search results, or edit, 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.	Institution / Library
	Physical Inventory Operator Extended	RESOURCES: Delete Physical Inventory ACQUISITIONS: Create Purchase Request	Can delete physical inventory. When deleting the last item associated with a bibliographic record, can also delete that bibliographic record. Can withdraw items within his or her defined scope. The item described above is not the last physical item. It is describing the last inventory item (in general = the last inventory resource). Must be combined with Physical Inventory Operator.	Institution / Library
	Physical Inventory Operator Limited	RESOURCES: Add Physical Item Shelf Report ACQUISITIONS: Create Purchase Request	Same as Physical Inventory Operator, but does not move inventory from one bibliographic record to the other.	Institution / Library
	Repository Administrator	RESOURCES: Publishing Profiles Resources Configuration Menu ADMIN: HealthCheck Dashboard Run a Job Monitor Jobs Manage Exports ACQUISITIONS: Create Purchase Request	Manages institution and library configurations related to inventory. When deleting the last item associated with a bibliographic record, can also delete that bibliographic record. The item described above is not the last physical item. It is describing the last inventory item (in general = the last inventory resource). 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	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 ACQUISITIONS: Create Purchase Request	Manages authoritative inventory-related actions, including adding, editing and deleting notes, 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. The item described above is not the last physical item. It is describing the last inventory item (in general = the last inventory resource).	Institution / Library
Catalog	Catalog Administrator	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 ACQUISITIONS: Create Purchase Request	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. Can manage normalization rules.	Institution	Read only – When selected, the user cannot view cataloging configurations, cannot run any related cataloging jobs, and cannot view the import/publishing profiles and the import/export processes.
	Catalog Manager	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 Jobs Monitor Jobs Manage Sets Manage Exports ACQUISITIONS: Create Purchase Request	Manages the institution's catalog records, including cataloging activities for bibliographic records, adding and monitoring import/export processes, creating and managing sets, and deleting bibliographic records using the Delete Bibliographic records job. Can manage normalization rules. Can assign and release records to a specific cataloger in the Metadata Editor.	Institution
	Cataloger	RESOURCES: Open Metadata Editor Search External Resources Browse Bibliographic Headings Browse Shelf Listing Authority Control Task List Reminders ADMIN: Manage Sets ACQUISITIONS: Create Purchase Request	Performs cataloging activities for bibliographic, holdings, and authority records, and creates and manages sets. Can manage normalization rules. Can assign and release records to a specific cataloger in the Metadata Editor.	Institution
	Cataloger Extended	RESOURCES: Delete Records and Authorities ACQUISITIONS: Create Purchase Request	Delete records managed as a Cataloger via the Metadata Editor. Must be combined with Cataloger.	Institution
Miscellaneous	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	Institution
	Chat with Support		Enables staff users to open chat sessions with our Support Team. For more information, see The Persistent Menu. Currently, this functionality is supported in Alma, Leganto, Primo VE, and Rialto. For more details, see Online Chat Support and Chat Support Availability.	Institution
	Cloud App Operator	CLOUD APPS CENTER: Cloud Apps	Enables access to Cloud Apps, depending on the options selected in the Cloud Apps Configuration page (see Enabling Cloud Apps).
	General System Administrator	ACQUISITIONS: Create Purchase Request Manage Import Profiles Exchange Rates Report Acquisitions 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 RESOURCES: Publishing Profiles Resources 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. There is a known issue causing edit options to be available when Read Only is selected for users with the Acquisitions Administrator role when clicking the back button after viewing an import profile.
	Letter Administrator	ADMIN: General Configuration Menu ACQUISITIONS: Create Purchase Request	Manages letter configurations, activity and 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.
	Printout Queue Manager	ADMIN: Printouts Queue	Has access to the Printouts Queue link (Admin > Printouts Queue > Printing). Can view and print all letters from the printouts queue.	Institution
	Printout Queue Operator	ADMIN: Printouts Queue	Has access to the Printouts Queue link (Admin > Printouts Queue > Printing). Can view and print their own printed letters from the printouts queue.	Institution
	Recommendation Manager	ADMIN: Manage Recommendations	View and assign recommendations provided by the Data Analysis Recommendation Assistant (DARA). For more information, see the DARA documentation.	Institution
	SDK Write		Enables writing and updating Alma tables when using the SDK (Alma Software Development Kit) for APIs.	Institution
Analytics	Analytics Administrator	Enables configuring analytics and exposing analytics to other staff operators.	Institution
	Designs Analytics	ANALYTICS: Access Analytics Access Analytics (Primo) ACQUISITIONS: Create Purchase Request	Enables creating analytics reports. If a user has this role and one of the following three limited designs analytics roles, this role overrides those roles and allows access to all analytics options.	Institution
	Designs Analytics – Acquisition	ANALYTICS: Access Analytics	Limits access to the Cost Usage, Funds Expenditure, Purchase Requests, Licenses, and Usage Data (COUNTER) subject areas. Includes Titles, Local Authorities, Benchmark and External Vendor data. All reports, both those in the catalog and those in the Shared with Me area, are visible to users with this role, but only ones in the subject areas to which they have access run successfully.	Institution	To have this role available, you must set the support_partial_analytics_designer parameter (Configuration > Analytics > General Configuration > Other Settings) to true.
	Designs Analytics – Fulfillment	ANALYTICS: Access Analytics	Limits access to the Borrowing Requests (Resource Sharing), Course Reserves, Fines and Fees, Fulfillment, Lending Requests (Resource Sharing), and Requests subject areas. Includes Titles, Local Authorities, Benchmark, and External Vendor data. All reports, both those in the catalog and those in the Shared with Me area, are visible to users with this role, but only ones in the subject areas to which they have access run successfully.	Institution	To have this role available, you must set the support_partial_analytics_designer parameter (Configuration > Analytics > General Configuration > Other Settings) to true.
	Designs Analytics – Resources	ANALYTICS: Access Analytics	Limits access to the Digital Inventory, Digital Usage, Digital Waitlist, E-Inventory, Link Resolver Usage, Physical Items, and Physical Items Historical Events subject areas. Includes Titles, Local Authorities, Benchmark and External Vendor data. All reports, both those in the catalog and those in the Shared with Me area, are visible to users with this role, but only ones in the subject areas to which they have access run successfully.	Institution	To have this role available, you must set the support_partial_analytics_designer parameter (Configuration > Analytics > General Configuration > Other Settings) to true.
	Design Analytics – System Usage	ANALYTICS: Access Analytics	Limits access to Analytics Objects, Analytics Usage Tracking, API Usage, Configurations (Limited), DARA, and System Events subject areas. Includes Titles, Local Authorities, Benchmark and External Vendor data. All reports, both those in the catalog and those in the Shared with Me area, are visible to users with this role, but only ones in the subject areas to which they have access run successfully.	Institution	To have this role available, you must set the support_partial_analytics_designer parameter (Configuration > Analytics > General Configuration > Other Settings) to true.
	Design Analytics – Users	ANALYTICS: Access Analytics	Limits access to Users subject area. Includes Titles, Local Authorities, Benchmark and External Vendor data. All reports, both those in the catalog and those in the Shared with Me area, are visible to users with this role, but only ones in the subject areas to which they have access run successfully.	Institution	To have this role available, you must set the support_partial_analytics_designer parameter (Configuration > Analytics > General Configuration > Other Settings) to true.
	Library Level Analytics consumer	ANALYTICS: Access Analytics Access Analytics (Primo)	Enables consuming Analytics reports at the library level. Set the scope to the library to which you want to limit the user to view data in reports.	Institution / Library
Research	These roles appear if you are using Esploro. For more information, see Esploro User Roles.
Rialto	Faculty	These roles appear if you are using Rialto. For more information, see Managing Rialto User Roles.
	Rialto Administrator
	Rialto Manager
	Rialto Purchaser
	Selector
	Selector Limited
	Super Selector

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. For general information on circulation desks see Managing Patron Services at a Circulation Desk.

For information on adding circulation roles to users in bulk (or removed these roles), watch Assign User Roles Automatically (3:05).

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
Fulfillment Administrator (Note: Library level scope does not limit this feature to the library.)

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:

On the Load Desk Operators page , select Add Job. The Add Job page appears.

Add Job Page
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.
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.
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
- Can't Edit Restricted Users - If all of a user's roles have this value set to Yes, the user will have edit/delete access only for users that are not restricted.
Details about the job appear on the page.
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
Course Reserves Viewer
Deposit Manager
Deposit Operator
Deposit Operator Extended
Digital Inventory Operator
Digital Inventory Operator Extended
Electronic Inventory Operator Extended
Fulfillment Services Manager
Fulfillment Services Operator
Fund Manager
Fund-Ledger Viewer
Instructor
Invoice Manager
Invoice Operator
Invoice Operator Extended
Ledger Manager
Leganto Course Operator
Patron
Physical Inventory Operator
Physical Inventory Operator Extended
Physical Inventory Operator Limited
Purchase Request Manager
Purchase Request Operator
Purchase Request Operator Extended
Purchasing Manager
Purchasing Operator
Purchasing Operator Extended
Receiving Operator
Receiving Operator Limited
Repository Manager
Request Operator
Resource Sharing Partners Manager
Vendor Account Manager
Work Order Operator

Role Privileges

The Role Privileges Excel spreadsheet provides the following information:

Privileges available for each role (on the first tab).
Description of each privilege (on the second tab).