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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 information on viewing user roles and on assigning user roles to a user, watch Managing User Roles (5 mins). 
    For convenience, circulation desk operators can be deleted, exported, or imported by running batch jobs (see Running Manual Jobs on Defined Sets).
    For a list of roles that can be managed at the library level, see Roles Managed at the Library Level, below. 

    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.
    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_ux.png
    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_ux.png
        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_ux.png
        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. 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. 
        Add note for role added from profile.
        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. 
    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.
       
    In some instances, user roles may be assigned immediately when selected without the need to press Save.

    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:
    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.png
      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 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.

    3. Select Save Role. The role is saved.
    4. 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:
    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.
    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.
    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
    • Toggle Account Type
    • User Management Configuration Menu
    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 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
    • Toggle Account Type

    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 users.

    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.

    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 Requests
    • 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 Requests
    • 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. 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  
    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. 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 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)

    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  
    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 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 all discovery functionality (such as search profiles and discovery views) for Primo on Alma platforms: 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 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
    • All items on the Advanced Tools sub-menu

    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 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.
    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 ACQUISITIONS:
    • Create Purchase Request

    FULFILLMENT:

    • Courses
    • Reading Lists
    • Citations (can also see Citations that belong to Reading Lists that are 'Assigned to Others')

    ADMIN:

    • Run a Job
    • Monitor Jobs
    • Manage Sets
    • Manage Exports

    Manages reserve and reading list assignments.

    Can see all lists.

    Institution / Library  
    Course Reserves Operator ACQUISITIONS:
    • Create Purchase Request

    FULFILLMENT:

    • Courses
    • Reading Lists
    • Citations (can also see Citations that belong to Reading Lists that are 'Assigned to Me' or 'Unassigned')

     

    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 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.

    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 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.
     
    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 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.
    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

    ADMIN:

    • Printouts Queue

    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 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.

    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 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.

    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 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

    FULFILLMENT:

    • Deliver Digital Documents
    • Monitor Requests & Item Processes
    • Create Fulfillment Sets
    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 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.

    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 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. 

    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 ACQUISITIONS:
    • Create Purchase Request
    RESOURCES:
    • Delete Electronic Inventory

    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 ACQUISITIONS:
    • Create Purchase Request

    RESOURCES:

    • Add Physical Item
    • Shelf Report

    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 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. 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 ACQUISITIONS:
    • Create Purchase Request

    RESOURCES:

    • Add Physical Item
    • Shelf Report
    Same as Physical Inventory Operator, but does not move inventory from one bibliographic record to the other.  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.

    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 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, 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 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. 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 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 records, adding and monitoring import/export processes, and creating and managing sets. Can manage normalization rules. Can assign and release records to a specific cataloger in the Metadata Editor. 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. Can manage normalization rules. Can assign and release records to a specific cataloger in the Metadata Editor. 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 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  
    Analytics Administrator ACQUISITIONS:
    • Create Purchase Request

    ANALYTICS:

    • Subscribe to Analytics
    • Analytics Configuration Menu
      • Analytics Objects List
      • Analytics User Statistics
      • Analytics Citation Attribute Types
      • Analytics Other Settings
    Enables configuring analytics and exposing analytics to other staff operators. 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  
    Designs Analytics ACQUISITIONS:
    • Create Purchase Request

    ANALYTICS:

    • Design Analytics
    • Design Analytics (Primo)
    Enables creating analytics reports. 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.
    Library Level Analytics consumer ANALYTICS:
    • Design Analytics
    • Design 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  
    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  
    Research These roles appear if you are using Esploro. For more information, see Esploro User Roles.  
    Rialto Rialto Administrator These roles appear if you are using Rialto. For more information, see Managing Rialto User Roles
    Rialto Manager
    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_ux.png
    Load Desk Operators Page
    To manage circulation desk operators:
    1. On the Load Desk Operators page , select Add Job. The Add Job page appears.
      load_desk_operators_add_job_ux.png
      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
      • 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.
      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
    • 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_-_Privilege_V21.xlsx Excel spreadsheet provides the following information:

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