Managing Search Queries and Sets

Tabs in the Manage Sets Page

Columns in the Manage Sets Page

Manage Sets Page Actions Menu

Creating Itemized Sets

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
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. Inactive sets cannot be selected by users when running a manual job.
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:

   Method	Description
   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 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.   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 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.
   Upload an Alma Analytics report	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.  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. 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.
   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 various 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 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