Managing Search Queries and Sets

Manage Sets Toolbar

The following functionality is displayed in the Manage Sets toolbar:

Manage Sets Toolbar

Field/Icon	Description
Refresh	Refreshes the Manage Sets page.
Select/Unselect all items	Selects all or Unselects all items only in the displayed list. If there are many sets that span across numerous pages, only the items on the current page are selected/unselected.
Search	Search list results by set Name or by the Created by user ID. In the drop-down field, select Name or Created by and enter the criteria for either option. Use asterisk ( * ) wildcard character to search for a string that begins with the searched characters. For example: search for “ser*” to search for “serials” along with “series” and ”serology”.
Sort by:  Ascending/Descending	Sort the list of Sets by either Name or Creation Date. In the drop-down field, select the option to sort. Additionally, select the Ascending or Descending button to display the results in ascending or descending order according to the option selected (Name or Creation Date).
Filter	Scope: Users can filter the displayed sets as follows: All Sets – All queries My Sets – Your saved search queries, both private and public Public Sets – All users' saved queries that are not marked private 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.
	Status: Presents the option to filter the sets by whether the sets are active, inactive, or all (for both inactive and active sets).  An Active set refers to whether the set can be selected when running a manual job.  An Inactive set refers to a set that cannot be selected by users when running a manual job.
Delete	When one or more sets are selected, the Delete button is displayed in the toolbar. Select this option to 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.
Export	Exports the selected sets to Excel (*.csv format). Only the first 100,000 records are exported.
Enable/Disable Split Screen	When a set is selected in the Manage Sets screen, the screen splits to display an additional screen indicating associated information with the selected set. Users can enable/disable the split screen functionality by selecting either one of the following two buttons . For more information, see Split View.
Create Itemized Set	Creates a static set of individual items that are manually selected or uploaded by the librarian (see Creating Itemized Sets).
Create Logical Set	Creates a saved search query, and is dynamically updated each time the search is run (see Creating Logical Sets).

Manage Sets Page Actions Menu

      

Creating Itemized Sets

1. On the Manage Sets page (Admin > Manage Jobs and Sets > Manage Sets), select Create Itemized Set. The Itemized Set Details page opens.
   
   Itemized Set Details page
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. You may optionally include additional information for the set by including a Description or Note.
4. 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.
5. By default, the set is designated as a Private () set. This means that the set is only available to you. If you unselect the checkbox (), the set becomes a public set and is available to all other users.
6. By default, the Status is set to Active (). Optionally, unselect the checkbox () to make the set Inactive. Inactive sets cannot be selected by users when running a manual job.
7. 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).
8. Add records to a set using one of the following methods:

   Method	Description
   From search	After entering a set name and defining the other fields, select Create. A search page opens, depending on the content type you selected.
   From 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 and the files must be encoded as UTF-8) or Excel file (.xls or .xlsx). For the data to be read, it must have the correct header at the top of the column. 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. All other information in the file is disregarded. Creating itemized sets using Network Zone MMSs for Network Zone-managed records is not supported. Instead, Institution Zone MMSs must be used. The file must not contain any duplicate barcodes. If the file does contain some duplicate barcodes, Alma skips all instances of them (for example, if the same barcode is mentioned twice in the file, Alma skips both instances).  Creating sets from digital representations is not supported. Header Types Content Type Header ID Prefix When you use the 035 field option in a file (see below), the matching process to build your itemized set uses only 035 $a to create the set. Note that this is different from the matching method used in an advanced search with the Other System Number parameter: it includes the 035 $9, however this field is not accepted when creating an itemized set. The header column should have only one value for each line, meaning only one identifier for each line. For example, if an MMS record has several ISSN values, only one should be included in the imported file. All Titles MMS ID ISSN (matches on both active and non-active fields (022 $a,z) ) ISSN_A (matches only on active fields (022 $a) ) ISBN (matches on both active and non-active fields (020 $a,z) ISBN_A (matches only on active fields (020 $a) ) OCLC number 035 field 99 Authorities MMS ID 98 Citations Citation ID   Collections PID 81 Course Course_ID. For more information, see Managing Courses. The Course_ID is currently only available from Alma Analytics.  The Course_ID is not the same as the Course “Code” found within Alma.   Digital files PID When creating itemized sets from analytics reports, this is the IED (not the Rep ID). 13 Digital titles PID When creating itemized sets from analytics reports, this is the IED (not the Rep ID). ISSN ISBN OCLC number 035 field 11 Electronic collections PID 61 Electronic portfolios PID Portfolio ID 53 Electronic titles PID ISSN ISBN OCLC number 035 field 51 Order line PO Line reference   Physical items Item ID (or PID or Item PID) When creating itemized sets from analytics reports, this is the IEP (21) or the Physical Item ID (23) (not the bibliographic MMS ID). For more information, see Record Numbers. Barcode 21, 23 Physical titles PID When creating itemized sets from analytics reports, this is the IEP (21) or the Physical Item ID (23) (not the bibliographic MMS ID). For more information, see Record Numbers. ISSN ISBN OCLC number 035 field 21, 23 Physical holdings HOLDING ID HOLDINGS ID   Reading list READING_LIST_CODE   User Barcode User name (default primary ID) PRIMARYIDENTIFIER 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 Validation is performed for the set types of Users, Order lines, and Physical items. The Add Members to Set job runs and creates a set from the file. Several instances of this job can run in parallel.  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.
   From analytics	Select From analytics. Note that using this method you cannot add members (items, users, etc.) to an existing set. You can only use Analytics to create a new set.  When creating an analytics set, only institution sets can be used, not private sets. The following options appear: Add Contents from Analytics Select an option from the Analytics folder drop-down list: Recent reports – Reports that were recently used in the Manage Sets screen (not recently-created reports in Analytics). Select the report from the Name field. The Name field is populated for recent reports when you have created an itemized set from a report and saved it. My Reports – Reports to which you have permissions to access (see Analytics Object List). Select the report from the Name field. This feature works only with reports, not dashboards or DVs. Reports must be in a shared folder for this feature to work. 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. For more information, see Analytics - Creating sets in Alma from Alma Analytics Reports.pptx. A job creates the Alma set from the analytics report. For a video that describes this feature, see Create a Set in Alma from an Alma Analytics Report.

9. When you are done, select Create.
   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 Add Members to Set job is run using the file input method, the resulting Job Report will include a Validation File, if the submitted file uses a list of one-to-one identifiers, such as MMS ID, Portfolio ID, Primary ID, etc.
   • When the Add Members to Set job is run using identifiers that have the potential for many matches per identifier, there will be no Validation File in the Job Report.

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 Save and Filter Query. 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 Select 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.

Vendor Sets

For a Vendor set, the Search Vendors page opens.

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

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

Editing Itemized Sets