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 many sets span across numerous pages, only the items on the current page are selected/unselected. Additionally, you can select an individual set (not all) in the list by selecting its checkbox () to the left of the set name.
Search	Search the list results by Set Name or Created by (user ID: user first name or user last name). In the drop-down field, select Set Name or Created by and enter the search text 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”. If the set name includes dashes (hyphens), when using an asterisk (*) as a wildcard character, replace the dashes with spaces in the search query. For example, if the set is named test-try-check, searching for test-t* will not find the set. Instead, search for test t* to return results.
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.
Bulk Actions	When one or more sets are selected, the Bulk Action buttons are enabled.  When no sets are selected, the options are not enabled. Depending on the screen resolution, the options may be available under the row actions icon. The options are described below: Deactivate Selected - All of the selected sets are Deactivated. No confirmation message is displayed. Activate Selected - All of the selected sets are Activated. No confirmation message is displayed. Delete - All of the selected sets are Deleted. Select Confirm in the Confirmation Message dialog box. You can activate/deactivate an individual set (not all) in the list by using the slide activate/deactivate toggle button ( / ) to the left of the set name. You can delete only sets that you created. A Repository Manager can delete any set. After running bulk actions for sets, information displays at the top of the page showing the results, including the number of successes and failures and a link to the results.
Manage Labels	See Labels in the Manage Sets Page. Note that depending on the screen resolution, this option may be available under the row actions icon (see Bulk Actions).
Export	Exports the sets to Excel (*.xlsx format). Only the first 100,000 records are exported.
Customize	Enables users to personalize various aspects of the Manage Sets List. This includes determining the sequence and appearance of sections, tables and facets, as well as customizing the display of records (see Manage Sets List Customization).
Switch to table view Switch to record view  Switch to list view  Switch to split screen view	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. For more information, see Split View ().  Switch to table view - select this icon to display the managed sets in a table view.  Switch to record view - select this icon to display the managed sets in a record list.  Switch to list view - select this icon to display the managed sets in a list view (record or table) without the 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 More Actions Menu

      

Manage Sets List Customization

Users can personalize various aspects of the Manage Sets List. This includes determining the sequence and appearance of sections and facets, as well as customizing the display of records. This provides users with a range of options that enable them to configure the sections within the edit view, select the elements visible in the record view, and select the facets that are available for the list.

There are four customizations to select from:

• Sections Customization
• Records Customization
• Facets Customization
• Table Customization

1. In the Manage Sets List page (Admin > Manage Jobs and Sets > Manage Sets), select the Customize () icon or select Actions > Customize.
   A sidebar pane is displayed with the customization options.
   
   Manage Sets List - Customize Menu Options

Sections and Facets are similar in nature to their customization.

2. In the Customization sidebar pane options, select either Sections Customization, Table Customization or Facets Customization.
   The customization options are displayed for each selection.
   
   Sections and Facets Customization Options
3. You can re-order the Sections, Table or Facets fields as you want them to appear in the UI.
   Simply drag and drop the fields in the order of position.
   Select Apply when finished.
   The Set description field in the Sections Customization can not be hidden or re-ordered.
4. You can hide (disable) Sections, Table or Facets fields from being displayed. 
   Unselect () a field to disable it from being displayed or Select () a field to have it displayed. Unselected field(s) will not appear in the UI.
   Select Apply when finished.
5. You can reset the order and appearance back to the default display by selecting  Reset to default.

6. In the Customization sidebar pane options, select Records Customization.
   The Records Customization options are displayed.
   
   Records Customization Options
7. You can select the fields that are to be displayed or hidden in the UI by selecting () or un-selecting () the field's checkbox.
   Select Apply when finished.
8. You can re-order the Records fields as you want them to appear in the UI.
   Simply drag and drop the fields in the order of position.
   Select Apply when finished.
   • First Column - fields in this column are always displayed even in narrow lists (when UI screen is re-sized).
   • Second Column - fields in this column are of less priority and are not displayed in narrow lists.
   • Third Column - fields in this column are always displayed. In narrow lists, they are displayed as icons.
   Fields in Records Customization can be re-ordered in either the First or Second column. In addition, any field from either column can be moved between the columns.
   Fields in the Third column (Badges and Icons) can not be re-ordered, moved, or hidden.
   
   The Set name field in Records Customization can not be hidden or re-ordered.
9. You can reset the order and appearance back to the default display by selecting  Reset to default.

Quick Access Module

This section describes the Quick Access module on the Manage Sets page. See also New Layout for a general overview of this feature in Alma.

Nested under the links in the Sections slide-out pane is the Quick Access module. This module enables users to streamline their search and focus on particular sections, fields, or actions within the details pane (right panel) of the split screen view in the Manage Sets page. Users can initiate the module through two distinct methods.

1. Utilize the keyboard shortcut (period '.') or
2. Select the last link labeled Quick Access situated below the links in the Sections slide-out pane.

Quick Access Module Options

Depending on the set you have selected in the Manage Sets page, the Action, Field, and Section options displayed in the Quick Access module will differ since they relate to the focused set. If the Quick Access module was previously accessed, the sticky selections chosen (indicated with a  icon) are displayed above the Action, Field, and Section menu options.

Quick Access menu options

Quick Access Module Menu Options

Menu	Description
Action	Displays the options in the More actions drop menu for each set. For more information, see Manage Sets Page More Actions Menu.
Field	Links directly to the specific field in the details pane of the set. Field menu options in the Quick Access Module
Section	Links directly to the selected section in the details pane of the set. Section menu options in the Quick Access Module

 

 

Sections in the Manage Sets Page

For general information on sections see New Layout.

The following sections appear in the Manage Sets page:

• Set information - General information for the set.
• Note - See Managing Notes in the Details Pane.
• Related sets - Shows related sets such as filtered, combined, and logical sets that were itemized. 

Labels in the Manage Sets Page

You can add labels to sets. For more details see  Managing Labels in Alma.

Creating Itemized Sets on the Manage Sets Page

On the Manage Sets page, you can create itemized searches from a file, search, or from analytics. 

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.
5. By default, the set is designated as a Private () set. This means that the set is only available to you and users with the Repository Manager role. 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.
8. Add records to a set using one of the following methods:
   • From search
   • From file
   • From analytics
    
   From search:
   1. After entering a set name and defining the other fields, select Create. A search page opens, depending on the content type you selected.
   2. Continue with step 9.
    
   From file:
   1. 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 (see Header Types table), for instance, "MMS ID" and not "MMS Id" or "MMS_ID". If the Excel file has more than one column, it utilizes the first column of data that has a valid header type. See the Header Types table 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 files is not supported.
      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.
   2. Continue with step 9.
    
   From analytics:
   1. 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
   2. 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 data visualizations.
      • Reports must be in a shared folder for this feature to work.
      • Report names cannot contain a special character or an error message "Failed to connect to analytics" is displayed.
   3. Select Download Report to download the report.
      Similar to when creating an itemized set from a file, the Analytics report must contain a Header (see Header Types) 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.
   4. Continue with step 9.
    
   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.
   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 MMS ID OCLC number 035 field	11
   Electronic collections	PID	61
   Electronic portfolios	PID Portfolio ID	53
   Electronic titles	PID ISSN ISBN MMS ID OCLC number 035 field	51
   Order line	PO Line reference PO Line Reference number needs to be the exact and full PO Line Number, such as POL-1234, rather than 1234.
   Physical items	Item ID (or PID or Item PID) When creating itemized sets from analytics reports, this is the Physical Item ID (23) (not the bibliographic MMS ID). For more information, see Record Numbers. Barcode	23
   Physical titles	PID When creating itemized sets from analytics reports, this is the IEP (21) (not the bibliographic MMS ID). For more information, see Record Numbers. ISSN ISBN MMS ID OCLC number 035 field	21
   Physical holdings	HOLDINGS ID
   Reading list	READING_LIST_CODE
   User	Barcode User name (default primary ID) PRIMARYIDENTIFIER Institution ID Facebook Google Twitter
   Vendor	Vendor code

9. When you are done, select Create.
10. 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.
    For Itemized sets: If a record is linked to a Network Institution and displayed upon Content click, the "Network" icon is not clickable.

Creating Itemized Sets from Search Results

On the search results page you can select specific items and then create an itemized set that includes those items. For adding items to an existing set see Editing Itemized Sets. See also Searching in Alma. For consortia members, itemized set actions are only available when searching in the institution scope (not in network or combined scopes).

Resource Management Sets

Reading List Sets

Order Line Sets

Vendor Sets

User Sets

Esploro Sets

The options to create an Esploro set appear only if your institution is enabled for Esploro. See Esploro Overview.

Combining Sets - Example