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    Managing Search Queries and Sets

    Translatable
    The roles required to manage search queries and sets depends on the content type of the set you are managing:
    • For Resource Management content type sets, one of the following roles is required:
      • Cataloger
      • Catalog Manager
      • Catalog Administrator
      • Electronic/Digital Inventory Operator
      • Repository Manager
      • Requests Operator
      • Note: A General System Administrator, Fulfillment Administrator, or Requests Operator can create an itemized physical items set related to a loan status on the Manage Fulfillment Sets page; see below.
    • For Acquisition content type sets, one of the following roles is required:
      • Purchase Operator/Purchase Manager (PO line set only)
      • Vendor Manager (vendor set only)
      • Acquisitions Administrator
      • General System Administrator
    • For user sets, one of the following roles is required:
      • User Manager
      • User Administrator
    • For reading list sets, one of the following roles is required:
      • Course Reserves Operator/Manager
      • Fulfillment Services Operator/Manager
    • To remove records from sets created by others, you must have the Repository Manager role.
    A set is a collection of items, such as users or the results of a repository search. Sets may be used for publishing metadata in bulk, moving a group of records, or to run jobs. For information on running jobs on defined sets, see Running Manual Jobs on Defined Sets. Sets are managed on the Manage Sets page (Admin > Manage Jobs and Sets > Manage Sets).
    There are two kinds of sets:
    • Itemized – Individual items, selected or uploaded by the librarian (see Creating Itemized Sets)
    • Logical – A saved search query, which is run every time the set is referenced.
      Items in a logical set are determined dynamically, reflecting information currently in the repository (see Creating Logical Sets).
    Sets can be created from several content types. These content types can be divided into three categories: Acquisition sets, User sets, and Resource Management sets. Your ability to create a set of a certain content type depends on your permissions, as described in the Permissions section at the top of this documentation page:
    • Acquisition sets
      • PO Lines
      • Vendors
    • User sets
    • Reading list sets
    • Resource Management sets
      • All Titles
      • Authorities
      • Collections
      • Digital Files
      • Digital Titles
      • Electronic Collections
      • Electronic Portfolios
      • Electronic Titles
      • Physical Items
      • Physical Titles
    manage_sets.png
    Manage Sets Page
    The tabs on the Manage Sets page are as follows:
    • My Sets – Your saved search queries, both private and public
    • Public Sets – All users' saved queries that are not marked private
    • All Sets – All queries
    • The All Sets tab is available only to a Repository Manager. This role is also required in order to edit public sets.
    • Itemized sets may include references to deleted records. Deleted records do not appear in repository searches or in normalization jobs. Using itemized sets, you can perform operations on deleted records, such as republishing them to Primo.
    • There are no limits on the number of records that can be included in a set.
    The columns are as follows.
    Manage Sets Page Columns
    Column Name Description
    Active Whether the set is active
    Name The set name
    Type Whether the set is logical or itemized
    Created By (Public Sets and All Sets tabs) The name of the user who created the set
    Content Type The type of items in the set
    Created by The user that created the set
    Creation Date The date and time the set was created
    The actions menu includes the following actions:
    Actions Menu Options - Logical Set
    Action Description
    Edit Modify the set parameters; see Editing Logical Sets.
    Results Run the saved search query and display the results; see Viewing Results of Logical Sets.
    Duplicate Copy a set. The duplicated set is added to the Manage Sets page with the words Copy of added as a prefix to the set name.
    Itemize Convert a logical set to an itemized set. Select Confirm in the Confirmation Message dialog box; see Converting Logical Sets to Itemized Sets.
    Combine Sets Create a new set based on the members of two existing sets; see Combining Sets.
    Delete Delete a set. Select Confirm in the Confirmation Message dialog box.
    You can delete only sets that you created. A Repository Manager can delete any set.
    Actions Menu Options - Itemized Set
    Action Description
    Edit Modify the set parameters; see Editing Itemized Sets.
    Members Display the members (results) of the saved set; see Viewing Members (Itemized Sets Only).
    Duplicate Copy a set. The duplicated set is added to the Manage Sets page with the words Copy of added as a prefix to the set name.
    Combine Sets Create a new set based on the members of two existing sets; see Combining Sets.
    Create Titles Set Create a new set of titles based on an existing itemized set; see Creating Title Sets.
    Delete Delete a set. Select Confirm in the Confirmation Message dialog box.
    You can delete only sets that you created. A Repository Manager can delete any set.
    Additional actions are relevant only for resource management title sets:
    Title Menu Options
    Action Description
    Catalog Set Open the records of the set in the Metadata Editor. If the set contains more than 200 items, an error message is displayed. For more information regarding the Metadata Editor, see Opening the Metadata Editor. Note that Community  Zone records cannot be included in this set.
    Filter Set Create a new set from an existing set, based on metadata elements that are not indexed; see Filtering Sets for more information.

    Creating Itemized Sets

    An itemized set is a static collection of individual records in the repository.
    Itemized sets are created on the Manage Sets page. A Fulfillment Administrator or Requests Operator can create an itemized set of physical items based on their loan status on the Manage Fulfillment Sets page; see below.
    To create an itemized set:
    1. On the Manage Sets page (Admin > Manage Jobs and Sets > Manage Sets), select Add Set > Itemized. The Set Details page opens.
      Set_Details_Page_for_Itemized_Sets_06_TC.png
      Set Details Page for Itemized Sets
    2. Enter the set details in the respective fields. Set name is a mandatory field and must be unique.
      The set name cannot contain special characters (for example: &, #, $, %).
    3. The options that are available for Set content type depend on your permissions as described at the top of this page. For Primo VE environments, this field is set to All Titles if you select Discovery from the Content Origin field.
    4. By default, the set is designated as a Private (Yes) set. This means that the set is only available to you. If you select No, the set becomes a public set and is available to all other users.
    5. By default, the Status is set to Active. Optionally, select Inactive.
    6. The Content Origin field indicates the origin of the source records, which is set to Institution only. For Primo VE environments, you may also select the Discovery option, which allows you to create sets that consist of unsuppressed records that are based on metadata used by the Primo VE index (such as Resource Type = Newspapers).
    7. Add records to a set using one of the following methods:
      • Upload a file
        Select a file in the Add Contents from File to Set section that contains the identifiers (MMS ID, ISSN, ISBN, and so forth).
        Do not select Add Members to Set since this has no functionality when adding records to the set by uploading a file.
        The imported file must be a text file (.txt or .csv) or Excel file (.xls or .xlsx) and have the correct header at the top of the column for the data to be read. All other information in the file is disregarded. If the Excel file has more than one column, it utilizes the first column of data that has a valid header type. See the table below for acceptable header types.
         
        Content Type Header
        When you use the 035 field option in a file (see below), the matching process to build your itemized set is similar to the matching method used in an advanced search with the Other System Number parameter. See Other System Number for more information.
        All Titles
        MMS ID
        ISSN
        ISBN
        OCLC number
        035 field
        Authorities MMS ID
        Collections PID
        Digital files PID
        Digital titles
        PID
        ISSN
        ISBN
        OCLC number
        035 field
        Electronic collections PID
        Electronic portfolios
        PID
        Portfolio ID
        Electronic titles
        PID
        ISSN
        ISBN
        OCLC number
        035 field
        PO line PO line reference
        Physical items
        Item ID (or PID or Item PID)
        Barcode
        Physical titles
        PID
        ISSN
        ISBN
        OCLC number
        035 field
        Reading list TBD
        User
        Barcode
        User name
        Institution ID
        Facebook
        Google
        Twitter
        Vendor Vendor code
        Sets that have PIDs as headers will import successfully. However, due to a known issue, you cannot view the members of such sets.
        For more information, see the Create Itemized Sets by Uploading List of Identifiers video (1:53 mins).
        Users:
        When uploading users to an itemized set with an Excel file, the A1 cell must contain either the code of the identifier type used in the file (see Viewing Additional User Identifier Types) or USERNAME (for the primary ID), and the ensuing cells of the A column must contain the user identifiers. Similarly, when uploading a .txt file, the first row must contain either the code of the identifier type used in the file or USERNAME, and the ensuing rows must contain the user identifiers (each separated by a carriage return). For example, if you want to upload a set of user names (default primary ID), enter the text USERNAME in the top row of your Excel/.txt file, and enter the actual user names in the ensuing cells/rows.
        For details on available user identifier types, see Managing User Identifiers.
        Example of an Excel File with User Identifiers
        A validation is performed for the set types Users, PO Lines, and Physical Items. The Add Members to Set job runs and creates a set from the file.
        • If you select Add Members to Set after selecting a file, the file is not loaded. Select Confirm in the confirmation dialog box to search the repository for records to include in the set. The records that are then selected, and not those in the file that was previously selected, are included in the set after you select Done.
        • The import file can be a maximum size of 10 MB.
        • If you perform an import with invalid data, each invalid cell is ignored.
        • If you import a file and then change the content type, you must re-import the file.
      • Upload an Alma Analytics report
        Select From Analytics. The following options appear:
        create_set_from_analytics.png
        Add Contents from Analytics
        Select an option from the Analytics Folder drop-down list:
        • Recent reports – Reports that you ran within the last hour. Select the report from the Name field.
        • My Reports – Reports to which you have permissions to access (see Analytics Object List). Select the report from the Name field.
        • The reports in your community folder, if you have the Design Analytics role.
        Select Download Report to download the report.
        Similar to when creating an itemized set from a file, the Analytics report must contain a header with a valid field for creating the report. If the report contains a Title header at the top of the report, it must be removed.
        A job creates the Alma set from the analytics report.
        For more information on this feature, see Creating sets in Alma from Alma Analytics Reports.
        For a video that describes this feature, see Create a Set in Alma from an Alma Analytics Report.
      • Select records from the repository
        Select Add Members to Set.
        A search page opens, depending on the content type you selected. The following sections describe the procedure for the different content types.
    8. When you are done, select Save.
      If you used the file input method, the system runs a job to build your set that appears in the list of sets when it is done. The resulting number of records/members in the set may be more or less than the number of entries in the input file. If, for example, an ISBN has multiple matches in the Alma database, all matches found are added as members to the set; and the opposite is true if no matches are found. Similar to other jobs that are run, you can view the job status/history on the Monitor Jobs page (see Viewing Running Jobs and Viewing Completed Jobs).
      When the job is run for the file input method, the process reports on items that matched based on the ID in the file but does not report on items that did not match.
    To create itemized physical item sets based on their loan status:
    Itemized physical item sets based on their loan status are created on the Manage Fulfillment Sets page (Fulfillment > Advanced Tools > Create Fulfillment Sets).
    Manage Fulfillment Sets Page
    1. On the Manage Sets page, enter the relevant information.
      Manage Sets Page Fields
      Field Description
      Name
      (Required)
      Name of the set.
      Description
      (Required)
      Description of the set.
      Note Notes about the set.
      Due date after Loaned items with a due date after the indicated date are included in the set.
      Due date before Loaned items with a due date before the indicated date are included in the set.
      Status date after Loaned items whose status has changed after the indicated date are included in the set.
      Status date before Loaned items whose status has changed before the indicated date are included in the set.
      Loan status Loaned items whose status matches the indicated status are included in the set. Possible values are:
      • Normal
      • Recalled
      • Renewed
      • Lost
      • Claim returned
      • Any
    2. Select Save. The set is saved and the fields on the Manage Sets page are cleared, enabling you to create another fulfillment set.
    Select View My Sets to open the Manage Sets page.

    Resource Management Sets

    For a Resource Management set (a title, authority, collection, or some kind of inventory), a generic search page opens. Search for the content you want added to the set using the simple or advanced search. The page refreshes to show the results of the search. For more information, see Searching in Alma.
    Repository Search Results for Itemized Sets
    Select the items you want included in the set and select Add Selected. The selected records are added to the set. If the number of items is large, a Manage set members job is run to add the items to the set; to see the results, see Viewing Completed Jobs.
    If you perform an All Titles search, you can add all items on all pages of results: select Add All and select Confirm in the confirmation dialog box.
    For itemized sets, you can continue searching, selecting, and adding records; for logical sets, your current search query defines the set. When you are finished, select Done. The itemized set is saved. The Manage Sets page opens with the new or updated set.

    Reading List Sets

    For a reading list set, a search page appears, with a search for reading lists pre-selected; see Resource Management Sets for more information.

    PO Line Sets

    For a PO Line set, a search page appears, with a search for PO lines pre-selected; see Resource Management Sets for more information.

    Vendor Sets

    For a Vendor set, the Search Vendors page opens.
    vendor_search.png
    Search Vendors
    Select the items you want included in the set and select Add Selected. The selected records are added to the set.
    For itemized sets, you can continue searching, selecting, and adding records; for logical sets, your current search query defines the set. When you are finished, select Done. The itemized set is saved. The Manage Sets page opens with the new or updated set.

    User Sets

    For a User set, the Find and Manage Users page opens.
    find_and_manage_users.png
    Find and Manage Users
    Select the items you want included in the set and select Add Selected. The selected records are added to the set.
    For itemized sets, you can continue searching, selecting, and adding records; for logical sets, your current search query defines the set. When you are finished, select Done. The itemized set is saved. The Manage Sets page opens with the new or updated set.

    Viewing and Removing Members of Itemized Sets

    You can view, add, or remove members (selected items) in an itemized set.
    To view members of an itemized set:
    1. On the Manage Sets page (Admin > Manage Jobs and Sets > Manage Sets), find the set and select Members in the row actions list. A search page opens, depending on the content type. For example, for a Resource Management content type, the Repository Search page opens:
      Repository Search Members
    2. To remove one or more members from the set:
      • Multiple members – Select the members you want to remove and select Remove Selected.
      • One member – Select Remove in the row actions list.
    3. Select Done.

    Editing Itemized Sets

    You can edit the set details and add items to the set. To delete items from the set, see Viewing and Removing Members of Itemized Sets.
    To edit an itemized set:
    1. On the Manage Sets page (Admin > Manage Jobs and Sets > Manage Sets), find the set and select Edit in the row actions list. The Set Details page opens.
      Set Details Page Itemized Set to Edit
    2. Modify the set details as required. The Set name is a mandatory field and must be unique. (See Adding Itemized Sets for a description of the fields.)
      The set name cannot contain special characters (for example: &, #, $, %).
    3. If you do not also want to change the items in the set, select Save. The Manage Sets page opens indicating that the set has been successfully saved.
    To add items to an itemized set:
    1. On the Manage Sets page (Admin > Manage Jobs and Sets > Manage Sets), scroll to the itemized set to which you want to add items and select Edit in the row actions list. The Set Details page opens.
    2. Select Add Members to Set. A search page opens, depending on the content type:
    3. Select the items you want included in the set (or select Select All) and select Add Selected. The selected records are added to the set.
      You can continue searching, selecting, and adding records. When you are finished, select Done. The Manage Sets page opens indicating that the set has been successfully saved.

    Creating Logical Sets

    For repository sets, a logical set is the same as a saved query. The items in a logical set are determined each time by running the query. For other kinds of sets, a logical set is created by filtering the results on the search page.
    To create a logical set:
    1. On the Manage Sets page (Admin > Manage Jobs and Sets > Manage Sets), select Logical in the row actions list. The Set Details page opens.
      Set Details Page for Logical Sets
    2. Enter the set details in the respective fields. Note that the Set name is a mandatory field and must be unique.
      The set name cannot contain special characters (for example: &, #, $, %).
    3. The options that are available for Set content type depend on your permissions as described at the top of this page. For Primo VE environments, this field is set to All Titles if you select Discovery from the Content Origin field.
    4. By default, the set is designated as a Private (Yes) set. This means that the set is only available to you. If you select No, the set becomes a public set and is available to all other users.
    5. By default, the Status is set to Active. Optionally, select Inactive.
    6. The Content Origin field indicates the origin of the source records, which is set to Institution only. For Primo VE environments, you may also select the Discovery option, which allows you to create sets that consist of unsuppressed records that are based on metadata used by the Primo VE index (such as Resource Type = Newspapers).
    7. Select Next. A search page opens, depending on the content type you selected.
    8. For repository sets, enter the search parameters for the set. For other kinds of sets, filter the list to determine the parameters for the set.
    9. Select Save. The logical set is saved.

    Editing Logical Set Details

    You can edit logical set details. To change the set contents, see Editing Logical Set Queries.
    To edit a logical set:
    1. On the Manage Sets page (Admin > Manage Jobs and Sets > Manage Sets), scroll to the logical set you want to edit and select Edit in the row actions list. The Set Details page opens.
      Set Details Page Logical Set to Edit
    2. Modify the set details as required. The Set name is a mandatory field and must be unique. (See Creating Logical Sets for a description of the fields.)
    3. Select Save. The Manage Sets page opens indicating that the set has been successfully saved.

    Viewing the Results of Logical Sets

    You can view the results of a logical set (in other words, the records returned when running a search using the logical set). The population of a logical set is determined dynamically, reflecting the records currently in the repository.
    To view results of a logical set, on the Manage Sets page (Admin > Manage Jobs and Sets > Manage Sets), scroll to the logical set whose results you want to view and select Results in the row actions list. A search page opens, depending on the content type:

    Editing Logical Set Queries

    You can edit logical set queries.
    The logic of how advanced searches are built changed in Alma's new UI from Alma's classic UI. As a result, saved advanced search queries (logical sets) built in the classic UI cannot be edited in the new UI (and vice versa). See Advanced Search Logic: Differences Between the Classic and New UI.
    To edit resource management logical set queries:
    1. On the Manage Sets page (Admin > Manage Jobs and Sets > Manage Sets), scroll to the logical set whose query you want to edit and select Results in the row actions list. The search page for the query opens.
    2. Change the search as required.
      Change Advanced Search Page
    3. To save the set, select Save Query. The Set Details page opens. Edit any other details as required and select Save.

    Converting Logical Sets to Itemized Sets

    You can convert a logical set to an itemized set. This creates a fixed itemized set based of the criteria of an existing logical set.
    To convert a logical set to an itemized set:
    1. On the Manage Sets page (Admin > Manage Jobs and Sets > Manage Sets), scroll to the logical set that you want to convert to an itemized set and select Itemize in the row actions list. The Set Details page opens with the set name filled in:
      Set Details Page Convert Logical Set to Itemized Set
    2. Modify the set details as required. See Creating Itemized Sets for a description of the fields.
    3. Select Submit. A confirmation message opens.
    4. Select Confirm. The Manage Sets page opens indicating that the set has been successfully saved.

    Combining Sets

    You can create a new set based on the members of two existing sets, as long as the sets are of the same type (for example, two All Titles search sets or two Physical Titles search sets, but not one All Titles set and one Physical Titles set). The combined set is an itemized set.
    For more information on Combining Sets, see the Combine Two Sets of Items video (3:42 mins).
    1. On the Manage Sets page (Admin > Manage Jobs and Sets > Manage Sets), scroll to the set whose members you want to combine with another set and select Combine Sets in the row actions list. The Set Details page opens with the Combine Sets section:
      Set Details
    2. Select an Operation from the Operation drop-down list:
      • And – Include only the members in common between the two sets in the new combined set.
      • Not – Include only the members that are in the first set and not in the second set in the new combined set.
      • Or – Include all of the members in both of the sets in the new combined set.
    3. In With, select the set that you want to combine with the first set you selected.
    4. Select Submit. A confirmation message indicates the number of members in each set you selected to combine, the operation you selected, and the number of members in the combined set:
      Confirmation Message
      The confirmation message contains a range of members, since some members between the two sets may be identical and are therefore only included once in the combined set.
    5. Select Confirm.
      A job is run to combine the sets. After the job finishes, the new set is added to the list of sets (you must refresh the list to see the new set).

    Combining Sets Example

    The following is an example of combing sets to create a set such as
    (X and Y) or Z
    To create this set:
    1. Create set X, set Y, and set Z.
    2. For set X, select Combine sets in the row actions list.
    3. Combine set X with set Y:
      Combine Set X and Set Y
    4. For the new X and Y set, select Actions > Combine sets.
    5. Create set (X and Y) or Z:
      Create (X and Y) or Z
      Set (X and Y) or Z is now available:
      Set (X and Y) or Z

    Creating a Titles Set from an Items, Portfolios, or Files Set

    A titles set is a set of bibliographic records, as opposed to a set of inventory records, such as physical items, electronic portfolios, or digital files. You can create a title set from an itemized set of physical items, electronic portfolios, or digital files. The new set contains the titles of the items in the original set.
    • Title sets can be created only from Resource Management content types.
    • To create a title set from a logical set, you must first convert the set to an itemized set.
    To create title sets:
    1. On the Manage Sets page (Admin > Manage Jobs and Sets > Manage Sets), select Create title set in the row actions list for an itemized set of physical items, electronic portfolios, or digital files. The Set Details page opens with information concerning the new title set - such as the date and time that the set was created - added to the set name.
      Set Details Page
    2. Fill in the Description and Note fields (optional) and select Submit. A confirmation message such as the following appears.
      Confirmation Message
    3. Select Confirm. The job runs and creates the title set.

    Filtering Sets

    This section is relevant only for Resource Management content types.
    You can filter existing sets to create new sets. This feature is helpful when you need a set that is based on metadata elements that are not indexed. You can refine any set to include just the records that match the bibliographic record content regardless of whether the attributes are indexed or not.
    This feature is implemented using indication rules. Similar to normalization rules, indication rules use the flexible Drools logic to filter existing sets, both public and private sets. With the Drools logic, you can filter a set to create a new set based on different characteristics, as shown in the following examples that may include non-indexed fields:
    • Excluding government documents (where the 008 field byte 28 equals #, blank, or u)
    • Bibliographic records that do not contain a MARC 074 or 086 field
    • Limiting bibliographic records to print journals (where leader 06 record type = a or leader 07 bibliographic level = s)
    In addition, you can check for brief bibliographic records or missing fields by using the Drools logic.
    For information about filtering sets, see the Filtering Sets Using Drools Logic video (3:24 mins).
    To filter existing sets using indication rules:
    1. Create the required indications rule. See Creating Indication Rules.
    2. On the Manage Sets page (Admin > Manage Jobs and Sets > Manage Sets), locate the logical or itemized set that you want to refine, and select Filter set in the row actions list. The Set Details page appears.
    3. Enter a new set name or use the one that is automatically generated by appending the word filtered and the date and timestamp to the original name of the set.
    4. Select the indication rule.
      Filtering Set
    5. Complete the remaining options to match your requirements.
    6. Select Submit. A confirmation message appears indicating how many records in your original set will be processed as part of your filtering request.
      Submit Set for Filtering Confirmation Message
    7. Select Confirm to proceed. The Filter set by indication job runs to process your filtering request and creates a new itemized set. The filtering process goes over all records in the defined set and applies the specified indication rules. Those records that meet the indication rules condition will be filtered out of the set. When the job is complete, the system sends an email to the user that initiated the request.
    8. You can view progress or the job results for the Filter Set by Indication job on the Monitor Jobs page (see Viewing Running Jobs and Viewing Completed Jobs). Select Actions > Report to view the results. The report shows the number of records that were processed and the number of records that were created in the new, filtered set. The new set appears on the Manage Sets page along with the original set from which it was created.